Executive Assistant - Amanpulo

Location Overview
Join our team in Amanpulo. Blissfully marooned in the Cuyo Archipelago of northern Palawan in the Philippines, Amanpulo lies on Pamalican Island, a private island fringed with white sand beaches and pristine reefs. Offering a back to nature experience in supreme comfort and privacy, this tropical paradise is lapped by calm clear seas ideal for water sports, while sandy tracks lead to deserted coves and jungle-clad lookouts.

Role
We are seeking a highly organized, detail-oriented, and proactive Executive Assistant to provide comprehensive administrative, operational, and sometimes personal support to the General Manager. You are expected to be a resourceful problem-solver with exceptional communication (both written and verbal) and interpersonal skills, capable of managing complex schedules, coordinating projects, and maintaining strict confidentiality. Your role requires a high degree of professionalism, initiative, sound judgment, and the ability to anticipate needs and thrive in a dynamic environment.  

Responsibilities

• Calendar Management: Proactively manage and maintain the executive's complex calendar, including scheduling internal and external meetings, appointments, and video conferences across different time zones. Prioritize and resolve scheduling conflicts efficiently.
• Travel Arrangements: Coordinate intricate travel arrangements, including flights, accommodations, ground transportation, visas, and itineraries, ensuring cost-effectiveness and efficiency.
• Communication Management: Handle phone calls, emails, and other correspondence with professionalism and discretion, prioritizing and responding on behalf of the executive when appropriate. Draft and edit correspondence, reports, presentations, and other documents with accuracy and clarity.
• Meeting Support: Prepare agendas, gather pre-reading materials, take accurate meeting minutes, track action items, and follow up on deliverables. Ensure meeting rooms are prepared and equipped.
• Document and Record Management: Organize and maintain electronic and paper filing systems, ensuring information is accurate, up-to-date, and easily accessible. Implement and improve organizational processes.
• Liaison and Stakeholder Management: Act as a professional and effective point of contact between the executive and internal teams, clients, partners, and other external stakeholders. Build and maintain strong working relationships.
• Confidentiality and Discretion: Handle sensitive and confidential information with the utmost discretion and professionalism at all times.  
• Office Management: Oversee general office administrative tasks, ensuring a well-organized and efficient work environment. This may include ordering supplies and coordinating with IT or facilities.
• Personal Assistance: Depending on the executive's needs, this may include managing personal appointments, errands, or other personal tasks with discretion and efficiency.
• Anticipate Needs: Proactively anticipate the executive's needs and take initiative to address them without direct instruction.

Qualifications:

• Preferably a graduate of Bachelor's degree in Business Administration, Management, or a related field is preferred but relevant experience may be considered in lieu of a degree.
• Has a minimum of 3-5 years of proven experience as an Executive Assistant supporting senior-level executives.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)  and familiarity with calendar management software (e.g., Outlook Calendar,  Teams Calendar) are essential
• Excellent written and verbal communication skills in English is required
• Exceptional organizational and time management skills with a strong attention to detail.
• Proven ability to prioritize tasks, manage multiple projects simultaneously, and meet deadlines.
• Excellent interpersonal and communication skills with a professional and positive demeanor.
• High level of discretion, confidentiality, and integrity.
• Proactive and resourceful with a strong sense of initiative.
• Strong work ethic and a commitment to excellence.
   

Benefits

• Three Duty Meals
• Monthly Food Store Allowance
• Accommodation
• Uniform, Laundry Service
• Amanpulo Employee Discount
• Vacation Leave, Sick Leave, Public Holidays
• Health and Life Insurance
• Air Transport Allowance