Responsibilities
- Provide comprehensive administrative support to the Executive Leadership Team. Manage complex and dynamic calendars, including scheduling meetings across different time zones and operational shifts.
- Screen, prioritise, and manage incoming communications (emails, calls, correspondence).
- Prepare agendas, papers, presentations, and briefing materials for meetings.
- Take accurate minutes and track action items to ensure timely follow-up.
2. Travel and Logistics Management - Arrange domestic and international travel, including flights, visas, accommodation, and ground transport.
- Ensure travel plans align with operational schedules and business priorities within aviation catering environments.
- Manage last-minute changes to itineraries efficiently, especially in response to flight or operational disruptions.
- Prepare detailed travel itineraries and documentation packs for executives.
3. Operational Coordination (Airline Catering Context) - Liaise with operations, production, and logistics teams to support executive visibility on daily performance and issues.
- Coordinate site visits, audits, and customer meetings (e.g., airline clients, regulators).
- Assist with compliance documentation and reporting related to food safety, aviation standards, and quality assurance.
- Maintain awareness of operational schedules, including flight timings and production cycles.
4. Meeting and Event Coordination - Organise executive meetings, leadership forums, and stakeholder engagements.
- Coordinate internal and external events, including airline customer visits and industry engagements.
- Manage meeting logistics (venue, catering, technology, documentation).
6. Document and Information Management - Maintain confidential records, reports, and executive documentation.
- Prepare reports, presentations, and data summaries to support business decision-making.
- Ensure accurate filing and retrieval systems, both digital and physical.
7. Stakeholder Engagement - Act as a key point of contact between executives and internal/external stakeholders.
- Build strong relationships across departments (operations, HR, finance, quality).
- Engage professionally with airline clients, suppliers, and regulatory bodies when required.
8. Administrative and Office Management - Support expense management, invoice processing, and budget tracking for executives.
- Assist with onboarding of new executives or senior leaders.
- Contribute to office administration and continuous improvement initiatives.
1. Executive Support
Requirements
- Essential
- Proven experience as an Executive Assistant supporting senior leadership.
- Strong organisational and time management skills in a high-pressure environment.
- Experience managing complex travel arrangements and calendars.
- Excellent written and verbal communication skills.
- High level of discretion and confidentiality.
- Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint).
- Desirable
- Experience in aviation, airline catering, manufacturing, or logistics environments.
- Understanding of airline operations, flight scheduling, or food production processes.
- Experience working across multiple time zones and shift-based operations.
Work Arrangement
- Work Setup: Flexible Work Arrangement
- Work Hours: Monday to Friday, 8:00 am to 5:00 pm PHT, should complete nine (9) hours work, inclusive of one (1) hour lunch break
Why you should join our team!
Leaves entitlement, HMO and life insurance upon hire!
Ready to take on the next challenge? If you’re looking for an organisation with outstanding career-development opportunities, amazing work-life culture, and comprehensive benefits crafted to support work-life harmony, you might be a perfect fit at Deployed!
At Deployed, we truly believe that our team is the core highlight of our brand. With our goal of being a top business partner for our global clients, we take it as a responsibility to build a diverse, inclusive, and growth-oriented work environment where employees of all backgrounds and lifestyles feel a sense of belonging, mutual respect, and kindness.
