Zigzag is looking for an Executive Assistant to join our team!

As an Executive Assistant, your primary responsibility will be to provide crucial administrative support to the Partnerships team. Your role is vital in ensuring the seamless and efficient execution of daily operations. We are seeking an organised, detail-oriented, tech-savvy, and proactive individual who excels in a fast-paced environment.

RESPONSIBILITIES

Automation, Lead, Pursuit, and Qualify

• Send reminders and appointment invites for heads of partnerships to log activities and calls to Hubspot
• Create BD opportunities in Accelo, deals in Hubspot, and folders in Sharepoint
• Audit and update client contacts through Linkedin and signal hire
• Post daily work rhythms in the Partnerships Teams Channel

Proposal, Opportunity, and Conversion

• Prepare templates for case studies and partnerships handover, ensuring all project details are accurately populated and post it to their respective project team channels for review and collaboration.
• Create placeholders in the consultant CVs for new projects, including key details such as project title and start date.
• Coordinate with consultants to insert a generic project description, ensuring all relevant information is documented and up to date in CV Partner.
• Review all project closeout folders to verify that the case study template is complete and ready.
• Update the project closeout tracker to reflect the status of case study templates and ensure all tasks are accounted for.
• Download tender documents from the portal (list provided by the Partnerships Coordinator) and upload them to SharePoint, ensuring accuracy in the uploaded documents.

Marketing

• Organise calendar invitations, update events budget tracker and post events pipeline to Teams channel for visibility
• Follow up events survey feedback and post received survey feedback to Teams channel
• Collate national bio and pitch documents
• Capture images, events, testimonials and survey feedback and post/save/upload.
• Coordinate business cards and merchandise requests

Team Collaboration

• Collaborate with colleagues and other departments to support various projects and initiatives.

REQUIRED QUALIFICATIONS

• 1 -2 years experience.
• MS Suite, Outlook (required), SharePoint and HubSpot (nice to have)
• Energetic with a purposeful mindset.
• Ability to support the company's 3 functions (automation, proposal, marketing)
• Proven experience as an administrative assistant or in other relevant administrative support roles.
• Knowledgeable in organizing meetings thru Outlook; tech-savvy
• Advanced skills and in-depth understanding of the entire MS Office suite.
• Someone who can resolve problems with minimal supervision.
• Someone who can directly communicate with other departments.
• Excellent time management skills with the ability to multitask and prioritize work.
• Must be capable of meeting deadlines in a fast-paced and rapidly changing environment.
• An initiative-taking approach to problem-solving with strong decision-making skills.
• Excellent interpersonal and communication skills.

*Candidates must be willing to work in a hybrid setup, at least once a month onsite

*The office is located in Ortigas and working schedule is Monday to Friday, 6am to 3pm Manila Time.