Executive Assistant to the Founder | Hybrid, Day-shift | Up to PHP45K
GoTeam is seeking an experienced and dedicated Executive Assistant to provide comprehensive administrative support to our Founder. This pivotal role involves managing a diverse range of tasks, including project management, communication coordination, travel arrangements, and research. The ideal candidate is a proactive and organized professional with excellent multitasking abilities and effective communication skills.
As a managed operations company, we provide offshore employees to clients in various countries such as Australia, NZ, Singapore, and the US. We offer a friendly, professional team environment with numerous benefits, and we are proud of our caring and compassionate culture.
In this position, you will be:
Organizing Project Logistics
- Ensuring project adherence to timelines and goals by maintaining in-depth knowledge of project details.
- Coordinating schedules, finalizing meetings, and scheduling conference calls while utilizing spreadsheets to set schedules, track dates, budgets, and project information.
- Maintaining project frameworks and documentation, ensuring accuracy and organization.
- Monitoring project progress, promptly addressing issues, and adeptly assessing and managing risks and challenges for ensured successful outcomes.
Assistance to the Founder
- Providing comprehensive administrative support to the Founder, including report preparation and calendar management.
- Effectively managing the Founder’s email and inbox communications while scheduling meetings, and appointments, and managing the Founder’s calendar to prevent conflicts.
- Preparing presentations, reports, and organizing conferences, retreats, and annual events as required by the Founder.
Assisting with meeting planning, event registrations, room bookings, and other related tasks.
- Undertaking ad hoc tasks to facilitate the Founder’s activities.
Point of Contact and Stakeholder Engagement
- Serving as a communication hub by answering calls, replying to emails, and conveying project updates to internal and external stakeholders.
- Supervising projects and collaborating with stakeholders for the Founder, and communicating with clients to establish project requirements, scope, and objectives.
- Gathering and relaying relevant information between project stakeholders, Project Manager, and the Founder.
- Establishing and maintaining a well-organized filing system for documents, both in digital and printed formats.
- Keeping contact management information up-to-date and accurate.
- Managing contract files and vendor lists to ensure accessibility and organization.
- Recording meeting minutes accurately to provide a reference for future use.
- Maintaining detailed records of project development for historical reference.
- Organizing and categorizing reports, contracts, invoices, and financial files for efficient retrieval.
Curriculum and Courseware Development (Nice-to-haves)
- Designing interactive training programs and materials to enhance employee development and organizational growth.
- Analyzing curriculum objectives to establish assessment criteria and module breakdowns.
- Identifying opportunities for integrating learning technology with curriculum.
- Developing courseware in alignment with curriculum design specifications.
- Creating user experience journeys to facilitate optimal learning outcomes.
Other Key Responsibilities
- Providing comprehensive administrative support to the Founder, managing reports, special projects, and events.
- Efficiently handling travel and calendar management tasks.
- Conducting research and prioritizing tasks, demonstrating effective multitasking skills.
- Fostering strong working relationships with business leaders and managers, facilitating open communication.
- Representing executives in communication with various management levels, ensuring clear and accurate message delivery.
- Acting as an executive liaison to troubleshoot and implement department initiatives successfully.
- Collaborating across teams and departments to promote communication and collaboration.
- Skillfully prioritizing conflicting needs and meeting tight deadlines to drive project completion.
- Fulfilling additional assigned duties to contribute to overall organizational efficiency.
OD and L&D Specific Tasks
- Managing the Market Salary project, ensuring accurate and up-to-date information.
- Contributing to the JD project, aligning job descriptions with organizational needs.
- Utilizing Crystal Knows for insightful utilization in various aspects.
- Organizing the 7 Habits Live event, demonstrating strong event management capabilities.
- Providing communications and logistics support for the Go Team Breakthrough initiative.
Skills and Qualifications:
- Bachelor’s degree in business administration, management, or a related field.
- Minimum of 2-3 years of relevant experience as an Executive Assistant for a CEO, President, Director, and the like.
- Proficient with MS Office suite (intermediate Excel skills), scheduling software for time management, and project management software for effective coordination.
- Strong time management skills, capable of handling multiple tasks and prioritizing work effectively.
- Excellent communication skills, capable of articulating tasks, project details, and meeting content clearly.
- Ability to ensure team comprehension and accurate execution of tasks.
- Skillful in consistently delivering work within specified deadlines.
- Proficient conflict management skills to navigate challenging situations.
- Exceptional organizational skills to manage meetings, schedules, appointments, calls, and documents.
- Preferred experience in training or courseware management, though not mandatory.
- Keen attention to detail to maintain accuracy in tasks and deliverables.
- Demonstrates a strong work ethic with a dedicated focus on team success.
- Comfortable working in a fast-paced environment that demands adaptability and efficiency.
Must be willing to work in a hybrid work arrangement, working from the office located in Cebu City, Cebu on specific days or whenever the Founder is present in Cebu City.
- Company-provided laptop and an extra monitor for enhanced productivity and convenience.
- 7 Habits of Highly Effective People Training.
- Your copy of “Little Black Book for Stunning Success”
- Exceed Institute, Masterclass and GoTeam Cares program to help you navigate life and build a rich and connected family life.
- Get HMO coverage from day one for you and a dependent, with P200K coverage, private room benefits, and P10K medication reimbursement for both. Extend this healthcare opportunity to up to four additional dependents, including your common law partner.
- 24/7 access to counseling support for mental health through our Employee Assistance Program (EAP), helping you thrive amid parenting challenges, stress, or relationship issues.
- Free legal advice and financial consultations as part of the EAP.
- P1,000,000 Life Insurance coverage.
- Leave policy granting 10 days of annual leave, increasing to 15 days after one year.
- Welcome gift on your first day.
- Monthly Discover You lunch featuring CEO presentations, leadership training, and Values Awards.
- Monthly gratitude celebrations and prizes, including Trivia, Talent Night, Personal Development, and Acoustic Nights.
- Welcome Tea with the CEO and work anniversary celebrations.
- Earn up to P10K employee referral bonus and a chance to win a trip for two (2) to Bali, Indonesia.
Your Family’s Benefits:
- 24/7 access to confidential counseling support for mental health for four family members through our Employee’s Family Assistance Program (EFAP).
- Preventive Care: Health Education Counseling on diet or exercise, periodic monitoring of health problems, family planning counseling, four (4) wellness sessions, 5 sessions of Mindcare Counseling per member per year with ₱5,000 reimbursement once the 5 sessions are fully consumed.
- Free legal advice and financial consultations for four family members as part of the EFAP.
- Free Telemedicine for four family members.
- Personal invites for your family members to our monthly virtual events, with opportunities to win prizes.
In 2014, our CTO and Founder Matt Kesby starts Go-Virtual Assistants (GO-VA) with one full-time member. The following year, CEO Fiona Kesby moves to Cebu to be onsite as the company scales. She emphasizes that the best way to attract talent is to take exceptional care of them.
In 8 years, GoTeam has grown its client base to business owners from Australia, the U.S., U.K. and Singapore, among others. Working with highly skilled and motivated team members in GoTeam gives these businesses all the benefits of outsourcing and offshoring, without any of the complications and additional costs of starting their own office locally.
The warmth and welcoming culture of GoTeam starts from Day 1, with our Chief Happiness Officers providing each new team member with a Welcome Kit. HMO Coverage for yourself and 1 dependent kick in on Day 1 as well.
Among GoTeam’s core values are Discovery and Humility. (The overarching one is Care.) Fiona sets an example of leading by these values by consistently encouraging team members to read and discover new skills, industry best practices, and advice for leadership, self-care, and growth.
Monthly “Discover You” events are being held to ensure that the entire company is up-to-date with current developments, celebrate wins from the previous month, and acknowledge those team members who have made an impact in their clients’ businesses and exceed expectations as well.
At GoTeam, no team member is left behind. Everyone is heard and made to feel that they truly belong.
Learn more about Our Culture here: https://go.team/ph/our-culture/
IMPORTANT: While this is a hybrid arrangement, should any recurring issues arise, i.e., internet connectivity, power supply issues, background noise, and alike, you shall be requested to work at the nearest GoTeam office or accredited establishments.