Executive Assistant

Cisive is a comprehensive background screening firm o ffering onboarding, drug testing, & risk mitigation solutions. We are a multinational, shared services company which recently opened its doors in the Philippines.

The Executive Assistant provides high-level administrative lead support to the members of the C-suite, as well as assist in office management activities in across our global sites. 

This role will be working onsite and on a night shift schedule. Location of the office is in Quezon City. 

Key Responsibilities 

• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company. 
• Organize complex calendars and schedules, resolving any scheduling issues. 
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, and other documents in support of objectives for the organization. 
• Serves as a liaison to internal and external stakeholders.   
• Arranges travel and accommodations for executives.  
• Screen incoming requests and communications, delivers accurate messages, and responds to requests by gathering and providing information and referring non-routine calls and emails to the appropriate staff. 
• Is available and responsive to emails/texts/phone calls, with contact outside normal business hours. 
• Uses discretion, confidentiality, and good judgment to manage C-Level matters. 
• Drafts and prepares correspondence for internal announcements, board meetings, and organizations that the executive is involved with. 
• Assists in preparing and managing presentations and decks. 
• Manages Executive's contacts. 
• Prepares expense reports. 
• Represents the company and Executive in a positive light through great follow-through skills and sound judgment. 
• Conserves the Executive's time by reading, researching, collecting, and analyzing information as needed, in advance.  
• Completes ad hoc projects as assigned. 
• Maintains accurate and efficient files and records. 
• Coordinate with account representatives and vendors for office supplies, invoice processing, equipment maintenance etc. 
• Interact with building management on office related issues 
• Ensure compliance with health and safety regulations and address facility-related concerns. 
• Manage invoices, travel and expenses in Concur platform. 

Education & Qualification Requirements 

• Bachelor's degree holder (any four-year course) 
• Three to five years of experience, preferably for a global organization 
• Proven experience supporting c-suite and member of the board.  
• Proficient in Microsoft Office Suite. 
• Prior experience preparing presentation decks. 
• Exceptional communication and people skills. 
• Strong organizational and time-management abilities. 
• Diligence and accuracy in all tasks. 
• Problem-solving and multitasking skills. 
• Adaptability, flexibility, and a willingness to learn. 
• Professionalism and a cheerful outlook. 
• Ability to work independently and collaboratively. 
• Professional appearance and demeanor. 
• Must work night shifts to support US markets.