Business Support Administrative Assistant

Administrative Assistant – Calendar/Events Management

Position Overview

We are seeking a proactive and detail-oriented Administrative Assistant to join our team in the Philippines. This onsite role will provide critical calendar management and administrative support to senior leaders while leveraging events experience to enhance operational efficiency.

Key Responsibilities

Calendar Management

• Manage and coordinate complex calendars for key Executives
• Schedule meetings across multiple time zones, ensuring optimal timing for all participants
• Proactively resolve scheduling conflicts and prioritize meeting requests
• Send meeting invitations, track responses, and maintain accurate calendar records
• Adjust and rescheduling meetings as needed, including after-hours modifications to accommodate attendees from different regions
  
  

• Provide general administrative assistance to the leadership team
• Coordinate logistics for meetings, including room bookings and technical requirements
• Prepare meeting materials and documentation as required
• Handle correspondence and communication on behalf of the team
• Support ad-hoc projects and tasks assigned
  
  

• Apply events management experience to support team activities and initiatives
• Assist with planning and coordinating internal events or gatherings
• Manage event-related logistics and vendor communications when applicable
  
  

• Proven experience in calendar management and executive support
• Background in events management or coordination
• Strong organizational skills with exceptional attention to detail
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office Suite (Outlook, Teams, Excel, Word)
• Ability to work independently and anticipate needs proactively
• Experience supporting multiple executives or senior leaders simultaneously
• Familiarity with cross-cultural business environments
• Understanding of different time zones and international business hours
• Previous experience in corporate facilities or workplace services
  
  

• Must be based in the Philippines
• Flexibility to work after office hours on an as-needed basis (not daily) to manage calendar adjustments for attendees in other time zones
• Strong time management skills to balance regular duties with occasional extended hours
  
  

• Discretion and confidentiality in handling sensitive information
• Problem-solving mindset with ability to make sound decisions
• Adaptability and flexibility in a fast-paced environment
• Strong interpersonal skills and professional demeanor
• Customer Service Orientation