About Us:

Outsourced is a leading Philippines outsourcing company providing dedicated remote staff and offshore staffing services. We specialise in providing staff of the highest quality who will continue to exceed your expectations and provide benchmark offshore solutions to your business. With Outsourced you can scale your organisation quickly, easily and cost effectively with dedicated remote staff based in our modern offices in Manila.

About the Role

To be responsible for the smooth running of the CEO’s office and workflow and work schedules and all that this entails. The Executive Assistant will be a person of integrity possessing a high level of confidentiality and professionalism. Due to the high demands and pressures placed on the CEO, the Executive Assistant will be required to work long hours and work to tight deadlines and ever-changing scenarios therefore patience and calmness would be attributes required for the role.

DUTIES AND RESPONSIBILITIES

Supporting the Executive, and the Management Team, you will be:

• Organizing seamless travel arrangements (flights, hotels, logistics), including international travel, visas, and detailed itinerary management. Showcase your expertise in handling intricate travel plans.
• Serving as a central point of contact, fostering strong communication between the CEO, executives, employees, and external partners.
• Contributing to the excitement of our events by managing contracts for performers, chefs, and talent.
• Handling inbound inquiries for our popular festivals, events, and talent agency.
• Preparing insightful reports, presentations, and agendas that drive key decisions.
• Efficiently organizing meetings, including conference and video calls, and accurately capturing and distributing meeting minutes.
• Providing comprehensive support to the CEO, including managing personal matters and optimizing their schedule.
• Managing postal and telephone inquiries and crafting thoughtful responses on behalf of the CEO.
• Handling sensitive information with discretion and preparing confidential documents with meticulous attention to detail.
• Assisting with market research to identify new and exciting event and business opportunities.
• Managing the CEO's social media presence and contributing to the management of business assets.
• Gaining valuable experience in general accounting tasks, including monthly expenses, budgeting, invoicing, and pre-payments (basic accounting experience is a plus!).
• Contributing to a variety of interesting and challenging project work and administrative duties.
• Proactively setting tasks and creating a well-structured schedule for the CEO to maximize their effectiveness.

SKILLS AND EXPERIENCE

• Tech Savvy: You'll be proficient in Microsoft Office Suite and eager to utilize Google Suite (Sheets, Docs, Slides, Forms) to enhance efficiency and collaboration.
• Executive Support Expertise: You possess a minimum of 1-2 years of solid secretarial experience, providing high-level support to executives.
• Master Organizer: Your strong organizational skills will be crucial as you manage projects, coordinate events, and streamline workflows.
• You'll leverage your extensive experience in researching and preparing complex global travel arrangements and detailed itineraries.
• Confidentiality Champion: You have a proven track record of working within highly confidential and/or regulated environments, demonstrating utmost discretion.
• Detail Oriented: Your keen eye for detail ensures accuracy and excellence in all tasks.
• Strategic Planner: You excel at planning and prioritizing workloads, optimizing time management, and multitasking with ease.
• Adaptable and Agile: You thrive in a dynamic setting, demonstrating flexibility and adaptability to changing priorities and occasional ambiguity.
• Resilient Performer: You're resilient and able to maintain composure and productivity in a fast-paced, demanding environment.
• Deadline Driven: You're experienced in working to deadlines and consistently delivering results.
• Continuous Improvement Mindset: You're proactive in seeking ways to improve processes and enhance efficiency.
• Self-Starter: You're self-motivated, take initiative, set personal goals, and find satisfaction in achieving excellence.
• Confident Communicator: You're self-confident, diplomatic, and possess excellent interpersonal skills to effectively interact with individuals at all levels.
• Professional Presence: You project a professional image, create a positive first impression, and maintain a calm and composed demeanor.

Work Schedule: Flexible - 4 hour overlap in CET

In compliance to data privacy law, make sure that the following is included at all times:

By clicking on the "I'm Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.

Please refer to job description.