Executive Assistant

Company Overview

Bain & Company is one of the worlds leading global business consulting firms, serving clients across six continents. It was founded in 1973 on the principle that consultants must measure their success in terms of their clients financial results. Bains clients have outperformed the stock market 4 to 1. With offices in all major cities, Bain has worked with over 4,400 major multinational and other corporations from every economic sector, in every region of the world.

Position Summary

The Executive Assistant (EA) will be based in Manila, Philippines, and is expected to perform diversified administrative duties for up to three stakeholders in our leadership team. This includes: written and verbal correspondence, meeting and calendar management, coordination and arrangement of travel schedules, monthly time and expense reporting and other related duties as required.

The candidate will work with other EAs in a team environment locally, as well as other administrative staff remotely in Southeast Asia (Indonesia, Malaysia, Philippines, Singapore, Thailand and Vietnam) to provide the best support/coverage possible for Bain’s executive team. Additional roles include acting as an Office Manager to provide administrative support for the office services matters, including and not limited to, Reception, Finance, Marketing, HR and IT support.

Responsibilities & Duties 

• Coordinate calendars and schedule meetings. Resolve scheduling conflicts as they arise and prioritize issues to ensure an effective time management approach. Communicate agendas and respond to calendar changes as needed
• Receive, screen and/or route all incoming telephone calls, mail, publications and correspondence where necessary
• Maintain stakeholders’ contact database in Outlook and CRM database
• Act as an interface for clients and all levels of Bain staff with the stakeholders, as appropriate
• Coordinate detailed travel arrangements with Bain Travel and outside agencies including air, hotel, car, etc. as business needs and personal preferences dictate
• Type and proof correspondence including letters, memos, documents and reports as required
• Maintain filing systems and up-to-date paper and electronic files, etc.
• Collaborate with other Executive Assistants in SEA to provide secretarial coverage and general team support, where applicable.
• Prepare the meeting room for the stakeholders’ meeting and clean out the meeting rooms after the meetings
• Assist with guests (hotel bookings, meeting support) as and when required
• Assist in AP activities (receiving vendor invoices, indicating case codes, sending invoices to Singapore for processing, distribution of vendor cheques, handle vendor queries) where necessary
• Assist with administration and logistical support for interviews (face-to-face and via video conference)
• Source for venues and liaise with local vendors and provide ground support for local events/ on-site local marketing events
• Be involved in event invitation process: Emailing invites, following up on RSVPs
• Assist in visa application/other immigration matters that arise on an ad-hoc basis
• Perform other related duties as requested or as responsibilities dictate

Desired Skills and Experience

• Bachelor’s degree or an equivalent combination of education, training and experience
• A minimum of 5 years direct executive secretarial experience
• Outstanding written and verbal communication skills, with proficiency in English
• Ability to work independently and as an integral member of various teams
• Strong organizational and communication skills
• Meticulous attention to detail
• Ability to meet deadlines, prioritize assignments, juggle multiple tasks simultaneously and deal with highly confidential information
• Strong proficiency in Microsoft Windows, Word, Excel, PowerPoint and Outlook
• Strong customer service focus