Executive Assistant

Summary

As the Executive Virtual Assistant to the Chief Operating Officer (COO), you will be responsible for providing comprehensive support to our COO and ensuring the smooth operation of our organization. Your role is crucial in facilitating the COO's workflow, managing complex tasks and projects, and collaborating with various teams across the organization. You will report directly to the COO, and your ability to act with initiative, maintain discretion, and handle confidential information will be essential in this role. This virtual position offers the flexibility to work remotely.

Responsibilities

Inbound Request Management:

• Act as the primary point of contact, prioritizing and managing all inbound requests, emails, and communications directed to the COO.
• Handle confidential information with the utmost discretion and professionalism.

Calendar and Meeting Management:

• Efficiently manage the COO's calendar, proactively scheduling appointments and meetings.
• Anticipate the COO's needs, considering their preferred meeting cadence and priorities.

Administrative Support:

• Demonstrate meticulous attention to detail in handling administrative tasks, document preparation, and data organization.
• Utilize proficiency in Google Workspace and other tech tools to streamline processes.

Workflow Efficiency:

• Continuously seek ways to enhance the COO's workflow and productivity by implementing time-saving tools and processes.
• Embody adaptability and responsiveness to rapidly changing priorities.

Contact Management:

• Maintain contact lists with up-to-date information, interacting with others in a professional and service-oriented manner.

Project Execution:

• Lead and execute complex tasks and projects under tight deadlines, showcasing the ability to make decisions in ambiguous situations with minimal direction.

Coordination:

• Act as the air traffic controller of the COO's office, efficiently managing schedules, travel arrangements, and seamless meeting logistics.
• Exhibit proficiency in handling video conferencing and conference calls for internal and external meetings.

Event and Space Management:

• Demonstrate leadership in event coordination, team meetings, morale events, and space management, proactively addressing issues.

Ordering and Coordination:

• Efficiently manage catering and supply orders, aligning with the executive mindset of maximizing efficiency.
• Handle expense management processes.

Qualifications

• Minimum of 5 years of executive virtual assistant experience, with a track record of effectively supporting senior executives at fast-paced businesses (such as technology companies or scale-ups).
• Proficiency in executive-level calendar management (including personal commitments).
• Experience in leading process improvements and designing processes for efficiency.
• Demonstrate exceptional administrative, organizational, and time management skills tailored to meet the demands of Senior Executives.
• Proficiency in Google Workspace, Excel, Google Slides, video conferencing tools (e.g., Zoom), instant messaging platforms (e.g., Slack), and project management tools.
• The position will be remote but the potential candidate may do occasional domestic travel, e.g. when the COO is in the Philippines; meet with the COO in person, and travel with the COO between Manila and Cebu.
• Shift Schedule: 6:00 AM - 3:00 PM Manila Time

Why Diversify?

Since 2012, Diversify has created a culture where its people come first. With locations in Makati and BGC, working with Diversify means access to quality work spaces, the latest infrastructure and resources that have made them one of the leading offshore services providers in Metro Manila. You will immerse yourself in an open, widely diverse office culture where no idea is small enough and you constantly stay engaged with each other.

Position Overview

Dress Code Smart Casual Working Hours 7am - 4pm Spoken Language Filipino & English Benefits Medical, Dental, Misc Allowance Company Size 1,000-1,500 Employees Average Processing Time 2 weeks

Experience Diversify: Your Future Simplified