Administrative Assistant

2 weeks ago

Quezon City, National Capital Region, Philippines My Busybee Inc. Full time

Position: Administrative Assistant

Department: Upper Management

Reports to: CEO, COO

Job Overview:The Executive Assistant to the CEO serves as the chief support for the CEO of MYBUSYBEE INC, a pivotal role that extends beyond the company's confines to encompass the CEO's extensive commitments across various community, philanthropic, and professional endeavors. This position demands a high level of discretion, professionalism, and versatility, capable of managing a diverse and dynamic set of responsibilities with precision and grace.

Responsibilities:

  • Acting as the point of contact between the CEO and internal or external stakeholders.
  • Manage and maintain the CEO's calendar, schedules, meetings, and appointments.
  • Taking dictation and minutes and writing them up subsequently and being the point-person to follow-up all the action plans/decisions made in the meetings.
  • Coordinate all aspects of executive communications, efficiently handling calls, emails, and correspondence, ensuring timely and professional responses.
  • Manage and nurture relationships with MYBUSYBEE's partner organizations.
  • Acts as a liaison between MYBUSYBEE and our partners, ensuring smooth communication and collaboration. Duties will include attending meetings, providing necessary support to partners, and coordinating certification requirements and exams, if necessary, with internal teams to meet partnership requirements.
  • Act as a liaison, facilitating effective communication and collaboration between the CEO, MYBUSYBEE Inc., and external organizations.
  • Maintain accurate records of partnership agreements, communications, reports, and activities. Provide regular updates to the Management of the status of partnerships and any issues or opportunities that arise.
  • Take responsibility for meeting logistics, including scheduling, venue preparation, and material preparation. Take detailed minutes during meetings and ensure follow-up on action items.
  • Foster and maintain relationships with stakeholders across MYBUSYBEE's network, including partners, community leaders, and members of various boards and committees on which the CEO serves.
  • Coordinate executive communications, including taking calls, responding to emails and interfacing with clients.
  • Handle sensitive and confidential information with discretion and integrity, upholding privacy and security standards.
  • Prepare and present weekly reports, summarizing key activities, outcomes, and insights relevant to the CEO's array of commitments.
  • Proactively manage and track departmental and personal tasks, ensuring deadlines are met and projects progress smoothly.
  • Maintain readiness to assist the CEO during non-standard hours, including early mornings, evenings, weekends, and holidays, for urgent matters and critical decision-making.
  • Adapt swiftly to changing priorities and demands, demonstrating resilience and a problem-solving attitude.
  • Lead the preparation and submission of comprehensive proposals for government bids, ensuring all requirements are met and submissions are timely and of high quality. This includes gathering necessary documentation, coordinating with internal teams for technical and financial inputs, and drafting compelling narratives that align with bid specifications.
  • Conduct thorough research and analysis to identify potential government opportunities that align with MYBUSYBEE INC's capabilities and strategic goals. This involves monitoring government procurement platforms, analyzing bid documents, and advising the CEO on opportunities to pursue.
  • Develop and maintain a tracking system for government opportunities, from initial identification through proposal submission and follow-up. This system should enable effective planning, resource allocation, and deadline management.
  • Collaborate with relevant departments (e.g., legal, finance, technical) to ensure that proposals meet all governmental regulatory and compliance requirements, and that they articulate MYBUSYBEE INC's value proposition effectively.

Qualifications:

  • Must possess at least a Bachelor's/College Degree.
  • At least one (1) year of working experience in the related field is required for this position reporting directly to senior management.
  • Advanced Microsoft Office skills with an ability to become familiar with firm-specific programs and software.
  • Knowledge in Project Management.
  • Proficiency in collaboration and delegation of duties.
  • Ability to organize a daily workload by priorities.
  • Strong organizational, project management and problem solving skills with impeccable multi-tasking abilities.
  • Flexible availability to work overtime as needed, including weekends (Saturday).
  • A proactive approach to problem-solving with strong decision-making skills.
  • Exceptional Interpersonal Skills
  • Friendly and professional demeanor
  • Must be a Filipino citizen living in the Philippines.

Additional Requirements:

● Must be willing to report to our head office in Loyola Heights, Quezon City (near Ateneo de

Manila University) especially when needed and to work at home (hybrid setup).

● Stable internet connection and working laptop at home.

Job Type: Full-time

Pay: Php20, Php23,000.00 per month

Benefits:

  • Health insurance
  • Paid training
  • Promotion to permanent employee

Schedule:

  • 8 hour shift

Supplemental pay types:

  • 13th month salary
  • Anniversary bonus
  • Overtime pay
  • Performance bonus

Education:

  • Bachelor's (Required)

Experience:

  • Executive Assistant: 1 year (Required)

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