Executive Coordinator

Executive Coordinator

Req number:

R8657

Employment type:

Full time

Worksite flexibility:

Onsite

Who we are

CAI is a global services firm with over 9,000 associates worldwide and a yearly revenue of $1.3 billion+. We have over 40 years of excellence in uniting talent and technology to power the possible for our clients, colleagues, and communities. As a privately held company, we have the freedom and focus to do what is right—whatever it takes. Our tailor-made solutions create lasting results across the public and commercial sectors, and we are trailblazers in bringing neurodiversity to the enterprise.

Job Summary

As Executive Coordinator you will provide dedicated executive, administrative, coordination, and digital support to the Deputy Director General (DDG) of the Information Technology Department (ITD). The role will support calendar and travel management, executive communications, meeting coordination, departmental follow-ups, reporting, documentation, and day-to-day operations of the DDG’s office.

Job Description

We are looking for a Executive Coordinator who will play a key role in reviewing, designing and documenting business processes, elicit functional and non-functional requirements and, if needed, conduct quality assurance tasks in the context of the implementation of new features in MAS and BoardLib. This position will be full-time and hybrid in Mandaluyong City.

The ideal candidate will have an MBA from a recognized university, a strong academic record, demonstrated leadership potential, and active involvement in internships, university organizations, volunteer activities, research, or other extracurricular initiatives. Candidates should be comfortable using digital productivity tools and demonstrate an interest in technology, digital transformation, and IT-enabled business support. This position will be full-time and onsite at ADB Headquarters in Manila.
What You’ll Do

• Manage the ITD-DDG’s calendar, travel arrangements, meetings, and related logistics
• Help optimize the DDG’s schedule, priorities, and engagement readiness
• Draft, edit, and format speeches, talking points, briefing notes, correspondence, and other executive communications
• Prepare meeting agendas, minutes, action items, and follow-up trackers
• Monitor action items and commitments arising from meetings and executive engagements
• Consolidate divisional inputs into reports, dashboards, presentations, and status updates
• Monitor departmental deliverables, deadlines, and outstanding actions
• Follow up with ITD divisions and stakeholders to support timely completion of deliverables
• Coordinate communications across ITD divisions, ADB departments, and external stakeholders
• Maintain accurate records, documentation, and digital filing structures
• Support governance, compliance, administrative, procurement, and budget monitoring activities as required
• Prepare presentations, briefing packs, infographics, internal communications, and other visual materials
• Assist in organizing workshops, meetings, missions, and departmental events involving the DDG
• Coordinate event logistics, materials preparation, documentation, and post-event follow-ups
• Prepare weekly status updates and progress reports for the DDG and designated supervisor
• Support other executive, administrative, digital, and coordination requirements as assigned
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, Outlook, Teams, and SharePoint
• Ability to prepare professional documents, presentations, trackers, and reports using advanced formatting and productivity features
• Strong email and calendar management skills using enterprise collaboration platforms
• Comfortable working with shared drives, document management systems, and digital filing structures
• Basic data handling and reporting skills, including Excel sorting, tracking, and summary tables
• Familiarity with Power BI or other dashboard and reporting tools
• Exposure to Microsoft Power Platform tools such as Power Apps, Power Automate, or Forms
• Experience using Canva, Adobe Creative Suite, or similar tools for visual materials and presentations
• Interest in AI-enabled tools for productivity, content summarization, drafting, and workflow support
• Familiarity with project tracking, task management, and collaborative platforms
• Experience with workflow automation or low-code/no-code tools
• Experience with digital content production
• Knowledge of data visualization, reporting, or analytics
• Interest in digital transformation, IT governance, or technology-enabled business support

What You’ll Need

Required:

• MBA degree from a recognized university
• Strong academic record
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to prepare professional correspondence, reports, presentations, and other executive materials
• High level of discretion, professionalism, and attention to detail
• Strong analytical and problem-solving skills
• Ability to manage multiple priorities and evolving requirements
• Ability to work effectively in a multicultural and matrixed environment
• Willingness to learn from senior leadership and adapt to changing priorities
• Proficiency in Microsoft Office Suite and enterprise collaboration tools

Preferred:

• Internship, project-based, volunteer, or professional experience in executive support, administration, coordination, digital tools, or IT-related environments
• Exposure to executive support functions in a corporate, public sector, or multilateral organization
• Familiarity with IT governance, project coordination, or departmental reporting
• Experience using digital collaboration, reporting, or workflow automation tools
• Leadership experience through university organizations, volunteering, internships, or similar activities
• Familiarity with Power BI, Microsoft Power Platform, Canva, Adobe Creative Suite, or similar tools
• Interest in technology, digital transformation, and IT-enabled business support

Physical Demands

• Ability to safely and successfully perform the essential job functions
• Sedentary work that involves sitting or remaining stationary most of the time with occasional need to move around the office to attend meetings, etc.
• Ability to conduct repetitive tasks on a computer, utilizing a mouse, keyboard, and monitor

Reasonable accommodation statement

If you require a reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employment selection process, please direct your inquiries to application.accommodations@cai.io or (888) 824 – 8111.

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