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Executive Assistant

2 months ago

Metro Manila, Philippines International SOS (Phils.), Inc. Full time

Job Title: Executive Assistant and Office Administration Officer

Location: Ortigas, Pasig City

Shift Schedule: Monday-Friday

Key Responsibilities:

Specific Responsibilities

Provide office administration support services in order to ensure order, efficiency and effectiveness within the business environment:

Manage Administrative Assistant/ Receptionist and oversee over-all administration of office premises including visitor access management, maintenance of filing and storage system, courier, and inventory of stationery and pantry supplies.Monitor fixed asset managementMonitor performance and productivity of the messenger and utility personnel.Ensure coordination with Building Management Office or external parties for office maintenance/repair matters, i.e. equipment repairs, carpet cleaning, air conditional servicing, printers servicing or defect, pantry/grocery/equipment replenish and maintenance, etcEnsure office readiness prior to the arrival of VIPs/guestResponsible for controlling office & admin budgets givenResponsible for relevant office admin rental/contract/servicing agreement negotiations to ensure on-going cost effectivenessEnsure office premises’ rental are renewed

Executive Support

To assist the General Manager, Philippines on daily operation mattersTo be responsible for the execution of secretarial duties, management & organizationMaintain strict confidentiality and interact professionally with all levels of management, staff, clients and business associates.Arrange meeting and other related appointmentsMake travel arrangement for business trips and ensure necessary travelling processes and approvals are adhered toCoordinate, supervise, pursue and follow up on the instructions given by the General Manager, Philippines to the respective management staffResponsible to coordinate the Monthly Senior Management meeting and ensure meeting minutes are taken. Facilitate the necessary follow-up action resulting from the meeting.

Expatriate Management

In charge of visa and working pass application/renewal of all non-Filipino personnelServes as liaison officer for all immigration mattersTo give assistance on relocation aspect, such as, but not limited to: arranging of accommodation, shipment of things to and from point of residence.

Data Protection Expert

Track and report on compliance with local data protection requirementsAssist in development of data protection audit plans and schedulesPlan, accompany and where required participate in data protection auditsAssist the regional DPO with the collation of data protection audit reports and other compliance reports.Assist with the tracking of action plans and follow-up data protection audits, as required.

Others

Compliance and adherence to GAPP and SOPWhere applicable, make recommendations to management on automation of administrative tasks to reduce redundant operational taskOther administrative tasks as assigned from time to time.

OHS

Encourage positive attitudes towards OH&SEnsure all workers including contractors participate in approved OH&S training programs.Ensure the hazard identification & risk management process is utilized effectively to manage OH&S risks.Apply OH&S policy and procedures to ensure compliance with Intl.SOS and regulatory requirements for OH&S at all times.Actively participate in OH&S inspections and audits including corrective actions.Include OH&S performance in worker performance appraisalsEnsure all hazards and incidents are reported and investigated appropriately and suitable controls are implemented.Ensure that workers are equipped with the information, instruction, training and supervision that they need to work safely.Ensure all plant and equipment is properly maintainedMaintain relevant knowledge of OH&S issues.Act as a role model by demonstrating safe work behaviour.

Job Profile:

Required Skills and Knowledge

Proficient knowledge in office administrationPossess computer skills including to spreadsheet and word processing programs and a proficient levelDemonstrates effective verbal and listening communication skills

Required Work Experience

More than 5 years of experience in admin related environmentStrong organizational and secretarial skillsGood command in MS Word, Excel and Powerpoint

Required Qualifications

Diploma/ Bachelor Degree in Business related subjects

Required Languages

English