EA SUPERVISOR

Position Overview:

The Supervisory Executive Assistant provides high-level administrative support to senior executives while overseeing a team of administrative professionals. This role involves managing daily operations, coordinating schedules, preparing reports, and maintaining effective communication across the organization. The ideal candidate will demonstrate discretion, efficiency, and the ability to handle multiple responsibilities in a fast-paced environment.

Key Responsibilities:

Administrative Leadership:

• Oversee the management of executives calendars, ensuring effective scheduling of meetings, appointments, and travel arrangements.
• Lead the organization and coordination of internal and external meetings, including the preparation of materials and booking of meeting spaces.
• Supervise the response to incoming calls and emails, ensuring timely and appropriate communication.

Communication & Correspondence:

• Draft, proofread, and manage correspondence, reports, presentations, and other documents on behalf of the executive team.
• Act as a key point of contact between executives and internal/external stakeholders, maintaining professionalism and confidentiality.
• Facilitate clear and efficient communication with other departments, vendors, and clients.

Project Management:

• Assist in managing and coordinating special projects, ensuring timelines are met and resources are allocated effectively.
• Organize, prioritize, and manage multiple tasks, anticipating the needs of the executives and adapting to changing priorities.

Data & Document Management:

• Maintain confidential files and records, ensuring accuracy and accessibility for executives.
• Prepare expense reports, manage budgets, and process invoices, ensuring all financial transactions are documented and tracked.

Executive-Level Assistance:

• Handle highly confidential and sensitive information with discretion and tact.
• Conduct research, compile data, and prepare reports or presentations to support executive decision-making.
• Represent executives in meetings or events as necessary, ensuring key information is communicated effectively.

Team Management:

• Mentor and supervise junior administrative staff, fostering a collaborative and efficient work environment.
• Assign tasks and responsibilities to team members, ensuring workload balance and timely completion of assignments.

Other Tasks Assigned:

• Manage graphics design and branding initiatives as needed.

Required Skills & Qualifications:

• Experience: Minimum of 5-7 years of experience as an Executive Assistant or in a similar role, ideally supporting C-level executives and supervising teams.
• Technical Proficiency: Expertise in GSuite and other office management tools (e.g., project management software, video conferencing platforms). Experience in Canva for graphics design.
• Communication: Strong verbal and written communication skills with exceptional attention to detail in document preparation.
• Organizational Skills: Proven ability to prioritize and multitask efficiently in a dynamic environment.
• Discretion: High level of confidentiality, integrity, and professionalism in handling sensitive information.
• Time Management: Excellent ability to manage time, meet deadlines, and remain flexible with changing priorities.

Working Conditions:

• Work Setup Preferred: Remote
• Working Hours: Mountain Time Zone, Shifting

About the Company:

Outsource Accelerator is the trusted source for independent information, advisory, and expert implementation of Business Process Outsourcing (BPO). We are the #1 Outsourcing Authority, offering the worlds leading aggregator marketplace for outsourcing. We provide a crucial link between Philippine outsourcing suppliers and business clients globally, delivering world-class talent to help small and medium-sized enterprises successfully build their offshore teams in the Philippines.

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