Executive Assistant | Remote | EA/Admin Experience

Job Title: Executive Assistant/Admin Assistant
Location: IT Park, Cebu
Schedule: 7am-4pm (Mon-Fri)
Employment Type: Full-Time (Remote)

UNLOCK YOUR POTENTIAL AT TOA GLOBAL!

At TOA Global, we are passionate about helping professionals thrive in their careers, businesses, and communities. With a global presence spanning Australia, New Zealand, North America, the Philippines, South Africa, and South America, we empower accounting professionals by providing world-class opportunities and support.

ABOUT THE ROLE...

An Executive Assistant is expected to provide high-level administrative support to the CEO and support the leadership and team for any admin requirements. Ability to multitask, adapt to changing priorities, and maintain a high level of professionalism and confidentiality is crucial for success in this role.

Role Requirements

Administrative Support: Handles various administrative tasks such as managing calendars, scheduling appointments, arranging meetings, and coordinating travel arrangements for the team. When required, organises documents, reports, presentations, and correspondence.

• Daily management of CEO's mailboxes and calendars
• Arrange meetings (internal and external) and company events for the PH staff
• Make travel arrangements, including booking flights, accommodations, transportation, and handling visa arrangements when necessary.
• Draft and proofread correspondence and prepare reports as needed
• Review timesheet and salary invoice for PH staff
• Handle enquiries and responding to emails on behalf of the CEO.
• Responsible for organising and maintaining files and records. This includes managing confidential and sensitive information with discretion and professionalism.
• Perform other administrative duties as required to provide valuable support to the team

Office Management: Order supplies, coordinate equipment maintenance, and handle administrative tasks to ensure a productive work environment.

• Procurement of office supplies for the Central Coast office
• Coordinate to the building management any equipment maintenance required and monitor progress until works are completed.
• Communicate to the team any important information regarding the office building.

Meeting and Event Management: Organises and coordinates meetings and events. This includes preparing agendas, booking venues, arranging catering, and ensuring all necessary materials and equipment are in place.

• Coordinate with the meeting Chair for Quarterly and Annual meeting planning. Ensures that the venue, flights, accommodation, agenda and any pre-work is confirmed and scheduled in the leadership members’ calendars.
• Record concise Leadership Meeting minutes and create tasks for action.

Confidentiality and Professionalism: Maintains strict confidentiality and exercises discretion when handling sensitive information. Demonstrates professionalism in all interactions whether via call or written correspondence and represents the organisation in positive manner.

Technology and Systems: Ability to troubleshoot minor office equipment and systems. Proficient in using various software applications, such as word processing, spreadsheet, and presentation tools.

Sales Support: The CEO is, currently, the Sales Manager, it is important that the Executive Assistant is knowledgeable of the sales process and able perform simple sales tasks.

• Procurement of hardware & software
• Create quotes and opportunities
• Coordinate with suppliers when required
• Follow up open opportunities
• Maintain good client relationship in all interaction

ABOUT YOU...

• Experience with Admin/EA role
• Good English communication skills
• Proactive and Engaged
• Critical Thinker