Executive Secretary

Executive Secretary

Department: Office of the Managing Director | Philippines

Role Overview

If you thrive in a fast-paced corporate environment and take pride in keeping things running perfectly behind the scenes, this role is for you.

What You Will Do

• Manage the Managing Director's daily calendar — scheduling meetings, appointments, and travel arrangements proactively.
• Prepare official correspondence, executive reports, memos, and presentations on behalf of senior management.
• Screen and prioritize incoming calls, emails, and visitors — ensuring the MD's time is protected and well-managed.
• Organize and maintain a systematic filing system for all executive documents, contracts, and correspondence — physical and digital.
• Handle highly confidential information with the utmost discretion and professionalism at all times.
• Process expense reports, reimbursements, and administrative requirements on behalf of the MD.

• Serve as the official communication bridge between the Managing Director and all departments — relaying directives, instructions, and updates clearly and accurately, whether written or oral.
• Ensure all communicated orders and directives from management are properly received, acknowledged, and acted upon by concerned departments.
• Draft, proofread, and distribute internal memos, official letters, and company announcements.
• Follow up with department heads on pending action items, deliverables, and management directives.

• Plan and manage schedules and task calendars as mandated by senior management.
• Coordinate interdepartmental meetings — prepare agendas, take comprehensive minutes, and distribute action items to all concerned.
• Monitor deadlines and follow up with relevant personnel to ensure timely completion of assigned tasks.
• Assist in coordinating company events, executive gatherings, and board-level meetings.

• Assist in processing business permits, government-related transactions, and regulatory requirements.
• Coordinate and process official documents — Secretary's Certificates, certifications, and government permits.
• Maintain accurate and organized records of all executive transactions and official documentation.

• Bachelor's Degree in Business Administration, Mass Communication, Secretarial Administration, or equivalent
• 2–4 years of experience in an executive secretary, executive assistant, or senior administrative role
• Prior experience supporting C-suite or Managing Director level is strongly preferred
• Excellent verbal and written communication skills in both Filipino and English
• Strong analytical and organizational skills with sharp attention to detail
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook) and digital collaboration tools
• Highly discreet, trustworthy, and professional in handling sensitive matters
• Composed under pressure with the ability to manage multiple priorities simultaneously
• Presentable, punctual, and possesses strong professional etiquette