Executive Assistant & Partner Engagement Tracker

Job Summary:
The Executive Assistant & Partner Engagement Tracker
Provides comprehensive support to the team, managing administrative duties, help track or monitor lead progress, expense tracking, travel planning, minor website management, and CRM updates. This role requires strong organizational skills, a tech-savvy mindset, and the ability to forecast team needs, making resourcefulness and continuous learning key components of success.

Key Responsibilities:

Executive Assistant Duties:
• Provide administrative support to the department head.
• Manage the department head's calendar, schedule meetings, and coordinate travel arrangements.
• Attend and take detailed minutes of meetings, ensuring all parties are updated on discussed items.
• Send both pre-meeting agendas and meeting follow-up emails with action items.
• Help team track sponsorship deliverables and ensure timely execution to ensure sponsor commitments are met, including branding and visibility across events.
• Maintain sponsor relationships, delivering updates and managing ongoing communication.
• Handle email management, prioritize correspondence, and manage filing systems.
• Keep the department head updated on outstanding tasks and follow-up items regularly.
• Help department head & team conduct research, outreach, and provide updates to the management and leads.
• Bookkeeping: Assist with basic bookkeeping tasks, including expense tracking and reporting. Help track expenses, budgets, outstanding client invoices, and maintain communication with internal teams.
• Track and manage the department head's personal and business-related expenses. Keep track of the team's expenses /request.
• Monitor team expenses, ensuring proper reporting and processing.
• Provide periodic reports on expenses for the CEO and team.

Travel Planning & Bookings + Website management
• Coordinate domestic and international travel for the team.
• Prepare travel itineraries and ensure all necessary travel documents are in place.
• From time to time, the team might need help maintaining and updating the company website using Squarespace.
• Help team update content, images, and information on website
• CRM Updates

Qualifications:
•Bachelor’s degree in Event Management, Marketing, Business, or related field.
•3 year- experience as a Virtual Assistant or in a similar role.
•Tech-savvy, open to learning, and resourceful.
•Proficiency with CRM systems, calendar management tools,
•Strong organizational and multitasking abilities.
•Excellent written and verbal communication skills.
•Experience with Canva, Slack, CRM, etc.
•Ability to work independently and as part of a team.
•Attention to detail and problem-solving skills.
•Flexibility to handle a wide variety of tasks.
•Ability to work and be online from 7 am to 4 pm Los Angeles, US time or 10 PM to 7 AM Philippine time (Monday to Friday). •Time will only vary on event dates as you will adjust to the departnmen’s location during events.
•Experience attending client calls and updating stakeholders on meeting outcomes.
•Must have a personal computer with at least 30 MBPS

Team Core Values:
Partnership: We foster lasting relationships based on respect, while harnessing collective expertise and diverse perspectives.

Optimizing Excellence: We pursue speed, quality, and efficiency, ensuring our solutions are cost-effective and superior in performance.

Work-Life Balance: We promote a supportive environment that enables excellence while prioritizing personal well-being.

Elevated Growth: We exceed expectations with professionalism and detail while fostering continuous learning and curiosity.

Reliable Ownership: We act with integrity, ensuring honesty, confidentiality, and transparency, while taking full ownership of our actions.

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