Executive Virtual Assistant (US Based Client) at Intelassist

Salary: Php 50,000 to 80,000
Work Setup: Onsite for 2-4 weeks, followed by a transition to a work from home setup.
Work Schedule: Night Shift (Eastern Timezone)
Location: Eastwood City Cyberpark Eastwood Avenue, Quezon City, Philippines, 1110

Position Overview:

Our Administrative Assistant will provide top-notch support to C-level executives and members of our leadership team, flawlessly and efficiently executing on a myriad of key administrative support tasks from conception to completion in a manner that is positive, professional, and reflective of the Client's brand. Essential responsibilities of the role include but are not limited to:

Duties and Responsibilities:

• Administrative Support
  • Draft correspondence, including calendar invitations.
  • Create and maintain files for correspondence and reports.
  • Serve as the CEO and Chief Client Success Officer’s travel coordinator, booking flights and hotel rooms through Egencia, and arranging vehicle rental, as needed.
  • Maintain the CEO and Chief Client Success Officer’s calendars, schedule appointments and meetings, and resolve scheduling conflicts.
  • Work closely with the CEO to keep her abreast of upcoming commitments and informed of potential scheduling conflicts or concerns to determine appropriate course of action.
  • Reconcile CEO’s corporate credit card statement and submit monthly expense reports using NetSuite.
  • Schedule and arrange quarterly board meetings, to include reserving location, ordering food and beverages, set up of laptop and needed equipment, and distribution of agendas and collateral materials.
  • Provide administrative support to other members of Senior Leadership, as needed.
  • Assist with the answering of incoming company phone calls, handling them in a prompt, professional, and courteous manner.
  • Collaborate with administrative staff and/or marketing team on event planning.
  • Using our travel platform, act as a travel coordinator, assisting team members to book flights, lodging, and rental cars, ensuing arrangements are confirmed and adhere to company guidelines.
  • Assist with special projects and perform ad hoc duties, as assigned.
• Customer Dispatch:
  • Receive incoming Consulting department calls from customers with product functionality questions or issues related to their software applications.
  • Open Help Desk support tickets documenting client concerns and error messages/codes and assign them to appropriate product team.
  • Monitor open calls/tickets to ensure consultant’s timely response to customer calls.
• Contracts Administration and Project Maintenance:
  • Create projects in our ERP software (NetSuite), to include set up of resources, rates, and budgets.
  • Assist in updating opportunities and quotes in NetSuite.
  • Review contracts for completeness, ensuring all parties have signed and file contracts in appropriate customer records.
  • Verify and update opportunities when deposits are received and confirm commissions/project data is filled out completely and accurately.

Unique Talents & Traits You’ll Share with the Team:

• Articulate, poised, and professional.
• High level of energy, motivation and initiative.
• Positive attitude with a spirit of service.
• Driven to succeed and excel.
• Forward-thinking and solutions oriented.

Job Requirements:

• Atleast 7 years of solid administrative support experience. Experience supporting executives and upper management is ideal.
• Bachelor’s degree is required.
• Strong proficiency with MS Word, PowerPoint, Outlook, and Excel required.
• Exceptional verbal and written communication skills with ability to communicate effectively with all levels of the organization, as well as external clients.
• Demonstrated ability to handle confidential information while exercising discretion and sound judgement.
• Strong organizational skills that reflect the ability to prioritize and execute on multiple tasks and projects seamlessly and accurately, with great attention to detail.
• Ability to work independently or in collaboration with teams to manage various tasks from conception to completion.
• Proven record of proactively approaching problems and proposing effective solutions.
• Flexible and adaptable with the ability to pivot on a dime.
• Solid decision-making abilities.
• Amenable to work in Eastwood, Libis Quezon City during onboarding period.

What benefits await you by joining Intelassist?

• Global career advancement and networking opportunities.
• Access to both virtual and on-site intensive courses for career and personal development enhancement.
• Monetary rewards for successful referrals that are hired.
• Guaranteed weekends off and a total of 20 paid leave days upon regularization.
• Collaborative work environment
• Eligibility for Health Maintenance Organization (HMO) coverage starting from the first month of employment, with coverage of up to 80,000 PHP per illness.

WHY INTELASSIST?
We grow together. We value your effort. We aim to empower you.