Executive Assistant

2 weeks ago

Cagayan de Oro, Northern Mindanao, Philippines Gesalem Enterprises Full time

POSITION PURPOSE:

The Executive Assistant to the President is responsible for providing comprehensive support to the President and leadership team and managing the organization's office operations, including working closely with the department officers and branch head. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

JOB DESCRIPTION:

1. Provides sophisticated calendar management for the President. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

2. Acts as a liaison and provides support to the Executive/s, department heads and branch heads. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

3. Completes a broad variety of administrative tasks that facilitate the President's ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

4. Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect President's style and organization policy.

5. Works closely with the President to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated. Anticipate President's needs in advance of meetings, conferences, etc.

6. Maintains open communications with the department officers and branch heads, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.

7. Coordinates all Executive, department officers and branch heads meetings and retreats and assist on staff meetings and events as needed.

8. Provides "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the President and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the President.

9. Works with the Executive Team to coordinate the President's outreach activities. Follow up on contacts made by the President to cultivate ongoing relationships.

10. Manages all aspects of the organization's office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization.

11. Replenishes office materials such as snacks, printer supplies, paper, office supplies, etc.

12. Provides event management support as requested.

13. Provides hospitality to all guests and help to create a welcoming environment.

14. Answers main phone line and respond to inquiries.

15. Processes and distribute daily mail.

16. Invests in building long-lasting relationships both externally and internally.

17. Manages petty cash reimbursements and reconciliation.

18. Performs other projects/duties as assigned for the overall benefit of the organization.

Job Types: Full-time, Permanent

Pay: Php20, Php30,000.00 per month

Benefits:

  • Additional leave
  • Company events
  • Paid training
  • Pay raise

Schedule:

  • 8 hour shift
  • Day shift

Supplemental pay types:

  • 13th month salary

Education:

  • Bachelor's (Preferred)

License/Certification:

  • CPA (Preferred)

Expected Start Date: 07/01/2024


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