Executive Assistant to CEO - Finance & Business Development Focus

About Us

Klaiya is an advertising agency specializing in brand and performance marketing, E-Commerce Services, and influencer Marketing. We are the center of excellence that helps businesses establish and develop their online presence and brand awareness. With a pool of Marketing Gurus, E-Commerce Experts, and Out-of-the-box creatives, we are one of the Philippines' leading digital marketing solution providers.

Reports To: Chief Executive Officer (CEO)

Summary:

This Executive Assistant role provides high-level administrative support to the CEO, with a strong focus on financial matters, including cash flow management and tax concerns. A secondary focus will be supporting the CEO's business development efforts within the media services division. This position requires exceptional organizational skills, financial acumen, discretion, and the ability to handle multiple priorities in a fast-paced environment.

Responsibilities:

Financial Support (Primary Focus):

• Cash Flow Management:

• Assist the CEO in monitoring and analyzing company cash flow.

• Prepare cash flow projections and reports.

• Track and reconcile financial transactions.

• Liaise with finance department to ensure accurate financial reporting.

• Identify potential cash flow issues and propose solutions.

• Tax Management:

• Assist the CEO in managing tax compliance.

• Gather and organize tax-related documents.

• Coordinate with tax advisors and accountants.

• Research tax regulations and updates.

• Ensure timely filing of tax returns.

• Financial Reporting:

• Assist in preparing financial reports and presentations.

• Analyze financial data and identify trends.

• Support the CEO in communicating financial information to stakeholders.

• Budgeting:

• Assist in the development and monitoring of budgets.

• Track budget variances and provide reports.

• Other Financial Tasks:

• Manage expense reports and reimbursements.

• Process invoices and payments.

• Assist with financial audits.

Business Development Support (Secondary Focus):

• Market Research:

• Conduct research on industry trends, competitor activities, and potential clients in the media services sector.

• Prepare market analysis reports and presentations.

• Client Relationship Management:

• Assist the CEO in building and maintaining relationships with key clients and partners.

• Prepare meeting agendas and materials.

• Follow up on action items and track progress.

• Business Development Initiatives:

• Support the CEO in developing and implementing business development strategies.

• Identify and evaluate new business opportunities.

• Assist in the preparation of proposals and presentations.

• Media Services Support:

• Assist the CEO in managing projects related to media services.

• Coordinate with internal teams and external vendors.

• Track project timelines and deliverables.

Administrative Support:

• Calendar Management: Manage the CEO's complex calendar, including scheduling meetings, appointments, and travel arrangements.1

• Communication: Screen and manage incoming communications (email, phone, mail). Draft correspondence, reports, and presentations.

• Travel Arrangements: Coordinate domestic and international travel logistics.

• Meeting Preparation: Prepare meeting agendas, materials, and minutes.

• Record Keeping: Maintain organized and confidential files (physical and digital).

• Other Administrative Tasks: Perform other administrative duties as assigned.

Qualifications:

• Education: Bachelor's degree in Finance, Accounting, Business Administration, or a related field preferred.

• Experience:2 5+ years of experience as an Executive Assistant, preferably supporting C-level executives. Experience in finance and/or the media industry is highly desirable.

• Skills:

• Strong financial acumen and understanding of accounting principles.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Advanced Excel skills are essential.

• Excellent organizational, time-management, and prioritization skills.

• Exceptional communication (written and verbal) and interpersonal skills.

• Ability to handle confidential information with discretion.

• Strong problem-solving and analytical skills.3

• Ability to work independently and as part of a team.

• Knowledge of4 the media industry is a plus.

Preferred Qualifications:

• Experience with financial software and tools.

• Familiarity with project management methodologies.