Executive Assistant

About the role:  
As an Executive Assistant reporting directly to the Operations Manager and Managing
Director, you will play a pivotal role in supporting the smooth operation of the executive
functions. You will be responsible for assisting with executive duties, team management support, and operational administrative tasks. You will also be a key liaison within the team, coordinating with both internal and external stakeholders. This role requires a proactive, organized, and detail-oriented professional who can juggle multiple priorities in a fast-paced environment.

Duties and Responsibilities

Executive Support:
● Calendar & Schedule Management
Coordinate and manage the calendars of the Operations Manager and Managing
Director, ensuring seamless scheduling of meetings, client calls, and events.
● Email Management
Oversee the executives’ email inboxes, drafting responses, filtering priorities, and
ensuring timely communication with clients, partners, and team members.
● Meeting Coordination & Documentation
Prepare agendas, attend meetings to take minutes, and ensure follow-up on key
action items. Assist in organising both internal and external meetings, as well as
team briefings.
● Overall Administrative Support
Provide comprehensive administrative support to the Managing Director and
Operations Manager, ensuring that day-to-day activities are efficiently managed.
This includes handling phone calls, drafting correspondence, managing office
supplies, and ensuring the executives have all necessary resources to perform their
duties effectively.
● Confidentiality & Discretion
Handle sensitive and confidential information with discretion and professionalism at
all times.

Operational & Team Management Support:
● 1:1 Meeting Preparation & Team Management Support
Assist the Operations Manager in managing their team by preparing materials for 1:1
meetings, tracking team performance, and ensuring that deadlines and deliverables are met.
Follow up on action items, assisting with the coordination of team goals
and timelines.
● Operational Administrative Support
Provide daily operational administrative support, including managing reports,
maintaining team documentation, preparing presentations, and assisting with
operational system management.
● Process Improvement
Identify opportunities for process improvements within operational and
administrative systems, ensuring smoother workflows and better efficiency.

Project & Client Coordination:
● Project Coordination
Support the planning and execution of various projects across the CATO Group by
coordinating resources, tracking project timelines, and monitoring milestones.
Collaborate with department heads to ensure that operations run efficiently.
● Client Communication & Support
Act as a point of contact for key client projects, assisting with communication
between the client and the internal team to ensure timely project delivery and
excellent customer service.
● Event Planning & Coordination
Organize and coordinate corporate events, team-building activities, and client
functions, including logistics management and communication.

Financial & Resource Management:
● Budget Monitoring & Support
Assist with budget tracking, ensuring expenses are monitored and within approved
limits. Manage the submission of expense reports for the executives and handle the
approval process
● Supplier Relations
Maintain relationships with external service providers, ensuring that contracts,
agreements, and deliveries meet business needs and quality standards.

Position Requirements
● Bachelor’s Degree in Business Administration, Management, or a related field is
preferred but not required.
● 3-5 years of experience as an Executive Assistant, ideally supporting senior
leadership.
● Experience working in fast-paced industries such as entertainment, film, or
production is a plus.
● Experience in project coordination or operations support is an advantage.
● Strong organisational and multitasking abilities.
● Advanced time management and interpersonal skills.
● Proficient in handling confidential matters with discretion.
● Experience with budget management and project tracking.

About Eastvantage 
At Eastvantage, our mission is to create meaningful jobs. Through our portfolio of premium and select clients, we provide careers that are knowledge-based, inspiring, and always with the potential for development and growth. 

We are an independently-owned outsourcing company with European roots, servicing global companies that have offices in every populated continent in the world. We have been in the industry for a decade, growing from a handful to over 1,000 happy employees over the years. 

We invite you to navigate our site to get to know who we are, to see what sets us apart in culture and thinking. Because of this, we carefully select who we work with, both customers and co-workers, which is why people happily stick with us for a wonderful amount of time. We hope to convince you to apply with us and be part of our success story. 

Job Category: CRM
Contract Type: Full-Time
Location: Ortigas, Pasig City
Language: English
Division: Customer Care
Organization: Cato
Assigned Recruiter: randell.vinuya@eastvantage.com

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