[ref. f7774817] Executive Assistant/Coordinator - Muntinlupa

The position also provides assistance to the Secretariat and the Office Management team (Administration) The position requires strict confidentiality in the handling of information and Executives’ activities.

PRIMARY DUTIES AND RESPONSIBILITIES:

Executive Office: Provides administrative support to the executives to ensure efficient office

operations such as but not limited to the following:

• Calendar Management for top management: Planning, scheduling, and all related

• Communication facilities: payment, renewal of plans, repairs, etc.
• Document and file management – systematic filing, recording, disposal, transmittal

• Vehicle management: Preventive maintenance services, repairs, registrations, insurance

• Reimbursement of expenses and liquidation of cash advance
• Handling of phone calls, as may be delegated by the executives
• Arrangement of official business travels and all related tasks (accommodation, logistics, etc.) ● Handling of correspondence/communication on the executive’s behalf.
• Report preparation; Coordination with the various departments to ensure the timely submission of reports and information required; ensures strict confidentiality of company information
• Process documentation in accordance with Quality Management Systems.
• Cleanliness and orderliness of the executive offices ● Coordination with appropriate departments for the Executives’ requirements in the purchase, repair, and maintenance of the Executives’ tools, office machines, room equipment, etc.
• Preparation of annual budgets for the Executive Offices Secretariat: Provides assistance in the following:
• Corporate calendar management: preparation, dissemination, update, monitoring
• Preparation of Minutes of Meetings
• Handling of corporate planning activities and related initiatives Administration: Assists the Office Management team in the following:
• Monitoring and analysis of the consumption of basic utilities (electricity, water, etc.), fuel, and communication lines. Prepares annual plans and budgets for these.
• Process documentation of office management team
• May be assigned as reliever to the Administrative Supervisor, in her absence

JOB SPECIFICATIONS:

• Graduate of any four-year course but preferably business course
• 2 years’ experience in an administrative role; preferably with exposure to executive assistance role
• Proficient in Microsoft Office applications