EXECUTIVE SERVICES OFFICER

The Executive Services Officer will provide high-level administrative support for the company's senior leaders to ensure they can efficiently accomplish key tasks and company initiatives. They keep the executives' communications organized so that they can easily access the most important information without having to sort through low-priority items. The Executive Services Officer screens all visitors and determines what level of support they need while offering polite, professional customer service. They manage the executive's daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. This role will also train other administrative staff on company policies and best practices.

The primary responsibility of this role is to support the COO in ensuring efficient executive operations as needed.

On top of your salary, here are the exciting benefits you can look forward to:

• You'll be interacting with key players such as C-level executives from enterprise-level organizations which can expand your skills and network.
• Health Insurance/HMO
• Enjoy unlimited MadMax Coffee
• Diverse learning & growth opportunities
• Accessible Cloud HR platform (Sprout)
• Above standard leaves

The main responsibilities of an EXECUTIVE SERVICES OFFICER include:

• Provides administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf
• Maintains comprehensive and accurate records
• Plans and executions for EXECOM events and meetings (including but not limited to weekly EXECOM meetings, semi-annual strategic planning sessions, and other leaders' events)
• Performs minor accounting duties (expense reports mostly)
• Organizes meetings, including scheduling, sending reminders, and organizing catering when necessary
• Answers phone calls in a polite and professional manner
• Welcomes visitors and identifies the purpose of their visit before directing them to the appropriate department
• Coordinate with other departments involved during client visits and provide support as needed.
• Manages the executive's calendar, including making appointments and prioritizing the most sensitive matters
• Acts as the point of contact among executives, employees, clients, and other external partners
• Manages information flow in a timely and accurate manner
• Manages executives' calendars and sets up meetings
• Make travel and accommodation arrangements
• Responsible for taking meeting minutes and generating reports
• Prepares/reviews minutes of meetings attended by Executive/s
• Expense Reports – Credit Card Liquidation, Personal Expenses for HR Reimbursement
• PowerPoint presentations of Executives
• Other ad-hoc reports
• HubSpot Management / CRM Tools
• Generate reports and dashboards to provide insights on key metrics

To apply, you must be an expert on the following requirements:

• Bachelor's degree in Business Administration, Marketing, or a related field.

• 3-5+ years of experience as an Executive Assistant or in a similar role, supporting senior leadership.

• Proficiency in Enterprise Resource Planning (ERP), or similar tools.

• Excellent organizational and time management skills, with the ability to prioritize and multitask.

• Exceptional communication skills, both written and verbal.

• Experienced in Events Planning.

• Excellent in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.

• Analytical mindset with the ability to interpret and present data effectively.

• A proactive approach to problem-solving and attention to detail.

• Must be willing to work On-site