We're Hiring

Executive Assistant

Job Description

Bx is a global events and education organization, running networking events, conferences, and other events, as well as an educational program for business owners. Bx operates across 6 countries and currently has 9 team members in our Dumagette office and team members in Australia and the US. We also have over 200 field team members across 6 countries. As a leader in our field, we pride ourselves on fostering a collaborative and supportive work environment while achieving outstanding results. We are currently seeking an experienced Executive Assistant to provide high-level support to our CEO, ensuring the smooth and efficient operation of executive functions.

Job Title
  • Executive Assistant
Work Schedule
  • Dayshift
Job Qualifications/Requirements
  • Proven experience as an Executive Assistant or similar role, preferably supporting C-suite executives.
  • Exceptional organizational and time-management skills, with the ability to multitask and prioritize effectively in a fast-paced environment.
  • Strong communication and interpersonal skills, with the ability to interact professionally with individuals at all levels.
  • Proficiency in office productivity software (e.g., Microsoft Office suite, Google Workspace, Asana, CRM software) and familiarity with project management tools.
  • High degree of professionalism, integrity, and discretion when handling confidential information.
  • Flexibility to adapt to changing priorities and work independently with minimal supervision.
  • Bachelor’s degree or equivalent experience preferred.
Job Responsibilities
  • Arrange all travel logistics including flights, accommodations, ground transportation, parking and any necessary visas or travel documentation.
  • Proactively manage the CEO’s travel itinerary, ensuring efficient scheduling and minimal disruptions.
  • Communication of travel itineraries to key team members and stakeholders involved in the travel plans.
  • Maintain and organize the CEO’s calendar, including scheduling appointments, meetings, and conference calls.
  • Ensure travel time, prep time, blocked time, etc are loaded into the calendar to ensure buffers and appropriate time management.
  • Coordinate with internal and external stakeholders to prioritize and schedule appointments efficiently.
  • Monitor and prioritize the CEO’s email inbox, drafting responses, flagging urgent messages, and delegating as appropriate.
  • Ensure timely follow-up on action items and correspondence, maintaining a high level of responsiveness.
  • Serve as the primary point of contact for key clients, partners, and internal team members, effectively managing communications and relaying important information.
  • Foster positive relationships with clients and team members, demonstrating professionalism and discretion in all interactions.
  • Act as a gatekeeper for the CEO, screening and filtering incoming calls, emails, and meeting requests to minimize unnecessary interruptions.
  • Exercise sound judgment in determining which communications require the CEO’s immediate attention.
  • Handle administrative tasks such as expense reporting, invoice processing, and document preparation with accuracy and attention to detail.
  • Assist with special projects and ad hoc tasks assigned by the CEO, demonstrating flexibility and adaptability.
  • Take notes and actions from meetings as directed. Attend all required meetings, taking notes and actions. Direct actions to appropriate parties and follow up as required.
  • Organise and prioritize tasks personal tasks as well as CEO’s tasks, ensuring deadlines are met and objectives are achieved on time.
  • Utilise project management tools, including Asana, and systems to track progress and facilitate collaboration on key initiatives.
  • Prepare agendas and briefing materials for meetings, ensuring the CEO is well-informed and prepared for all engagements.
  • Ensure key stakeholders for meetings and events have prepared all required materials before meetings/ events, and have them for review by the CEO before the event for input and review.
  • Coordinate logistics for company events, board meetings, and executive retreats, managing invitations, venue selection, catering, and other details as needed.
  • Maintain confidential information with the utmost discretion, securely handling sensitive data and communications.
  • Identify opportunities to streamline processes and improve efficiency within the executive office, implementing solutions to enhance productivity.
  • Draft and ensure all teams are drafting internal procedures and SOPs for all items and these are updated in the Operations Manual and appropriate ASANA recurring tasks.

To Apply, please create your profile at app.wrkpod.com for your application as this is part of the new application process, and click this link for the job details: here

All successful applicants will be stationed in our office at DUMAGUETE CITY, NEGROS ORIENTAL

Good luck and God Bless!