Manila - Executive Assistant/Secretary

Job Description

Work Setup:Onsite;Office Location:Quezon Avenue, Quezon City. Near Eton Centris

Work Schedule:6-day workweek. Learning and Development programs are conducted on 2 to 3 Saturdays per month.

Summary:

• Our client, a leading IT Services/IT Consulting firm providing business solutions, is seeking anExecutive Assistant to the President. In this role, you will provide comprehensive administrative and legal support to the company's executive leadership and teams. Responsibilities include drafting, editing, and managing communications, maintaining accurate records, and overseeing the executive's calendar, meetings, travel, and visitor coordination. The position also entails reviewing, drafting, and processing legal contracts and procurement proposals, ensuring compliance with regulations and company policies. This role requires close coordination with corporate legal counsel, vendors, and internal departments to manage agreements, address contract issues, and support operational needs. Additionally, the role ensures all documentation aligns with organizational standards on safety, risk management, and regulatory compliance. Other duties may be assigned as necessary to support the executive and organizational objectives.

Key Qualifications:

• Bachelor's degree in Liberal Arts, Industrial Engineering, Communication Arts or BS Legal Management.
• Preferably with at least2 years of relevant experience.
• Excellent organization, time management, coordination, analytical, interpersonal and networking skills.
• Fast and forward-thinker.
• Excellent business communication & presentation skills.
• Ability to pay attention to details.
• Proficient with Microsoft Office Suite and HR tools and software.

Required Skills:

• Organizing and Planning
• Complex Problem-Solving
• Document management system software
• Judgement and Decision Making
• Project Management
• Stakeholder Management
• Corporate Communication

Key Responsibilities:

• Provide administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on the executive's behalf, managing information flow in a timely and accurate manner.
• Maintain comprehensive and accurate records.
• Organize meetings, including scheduling, sending reminders, taking minutes during meetings and organizing catering when necessary.
• Answer phone calls in a polite and professional manner.
• Welcome visitors and identify the purpose of their visit before directing them to the appropriate department.
• Manage the executive's calendar, including making appointments and prioritizing the most sensitive matters.
• Make travel and accommodation arrangements.
• Maintain various records and documents for company executive(s).
• Review existing legal documents and identify the need for revisions.
• Work directly with our corporate legal counsel and vendors to help draft, edit, and process legal contracts as needed.
• Proofread, edit, and fact-check legal documents for accuracy and consistency.
• Manage and negotiate contract agreements. Coordinate regularly with finance, procurement and all end user teams.
• Develop and implement effective procurement proposals. Review Scope of Works and Purchase Requisitions in accordance to the organizational requirement. Prepare and issue for review and approval contracts and purchase orders.
• Coordinate with employees, clients, and suppliers to ensure that terms of contracts are fulfilled in compliance with the stated regulations.
• Contact users department to clarify/develop technical specifications, urgency of products or services, acceptance criteria and other technical data.
• Handle breach of contracts in a timely manner. Document management, control and implementation of legal measures, if need arises.
• Research regulations to ensure contracts are updated and in compliance with laws.
• Ensure that all Company safety, environment, risk management, securities policies, administrative rules and regulations, department standard operating procedures and guidelines are consistently implemented and carried out in every contract being reviewed and endorsed for implementation.
• Other duties may be assigned from time to time.