Executive Assistant to the Managing Director (Onsite & Dayshift)

Job Description

We are seeking an experienced, proactive, and highly trustworthy Executive Assistant to work closely with the Managing Director of a busy, high-performing healthcare practice.
 
This is a senior, high-trust role that extends beyond traditional administrative support. The Executive Assistant will act as the Managing Director's right hand, supporting executive and personal administration, practice operations, team communication, people management, recruitment administration, rostering, documentation, and compliance.
The successful candidate will serve as a key link between the Managing Director and the wider team, ensuring priorities are communicated, commitments are followed through, operational standards are maintained, and important matters are addressed promptly.
 
Key Responsibilities

1. Executive and Personal Support

• Manage calendars, meetings, appointments, deadlines, and selected personal arrangements.
• Coordinate business and personal travel, accommodation, itineraries, transport, and reservations.
• Anticipate upcoming needs, prepare for commitments, and follow up on outstanding actions.
• Act as a gatekeeper by prioritising requests and managing the Managing Director's time effectively.

2. Communication and Managing Director Liaison

• Monitor and triage Microsoft Teams messages and internal correspondence.
• Draft professional emails, letters, and team communications.
• Communicate instructions and expectations on behalf of the Managing Director when authorised.
• Follow up on outstanding actions and escalate important matters appropriately.
• Handle communications with professionalism, discretion, and sound judgment.

3. People and Team Management Support

• Support employee onboarding, training, meetings, performance discussions, and related documentation.
• Communicate workplace expectations, policies, and procedures.
• Follow up on employee responsibilities and agreed actions.
• Identify recurring attendance, behavioural, performance, communication, or compliance concerns and escalate them appropriately.
• Support employee engagement, accountability, team culture, and retention while maintaining professional boundaries.

4. Confidentiality and Discretion

• Safeguard sensitive employee, recruitment, remuneration, business, financial, and personal information.
• Maintain strict confidentiality and exercise discretion in all communications and documentation.
• Handle sensitive matters responsibly and disclose information only when authorised.

5. Documentation and Administrative Accuracy

• Prepare and review contracts, forms, correspondence, and other business or employee documentation.
• Verify names, dates, hours, employment details, signatures, and supporting information.
• Coordinate document completion and follow up on outstanding signatures or acknowledgements.
• Maintain accurate records and ensure approved templates and document versions are used.
• Identify discrepancies, prevent errors, and seek clarification when information is unclear.

6. Rostering, Timesheets, and Attendance

• Assist with staff rosters, leave requests, availability, and staffing coverage.
• Review Deputy timesheets and attendance records for discrepancies or missed entries.
• Follow up on outstanding issues and monitor recurring attendance or roster concerns.
• Escalate significant issues and ensure matters are resolved within payroll deadlines.

7. Policies, Procedures, and Practice Standards

• Help ensure employees understand and follow practice policies, procedures, and protocols.
• Monitor compliance, follow up on requirements, and escalate recurring concerns.
• Assist with updating and communicating policies, procedures, checklists, and protocols.
• Maintain accessible, current documentation and identify opportunities to improve administrative processes and operational consistency.

 
We are looking for someone with excellent judgment, discretion, communication skills, and attention to detail who can work independently, anticipate needs, take ownership, and confidently manage sensitive employee, business, and personal information.
 
Additional Notes:

• Work Setup: Office-based (Any of our offices in Quezon City, Alabang, Pampanga and Cebu)
• Schedule: Monday to Friday, 6:00 AM - 3:00 PM Manila time

Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.

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