Executive Assistant

2 weeks ago

Manila, National Capital Region, Philippines ENGIE Group Full time

PA, EA & Secretarial (Administration & Office Support)

The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the GM. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

Executive Support:

  • Completes a broad variety of administrative tasks for the General Manager including managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agenda; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the GM's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the GM's time and office.
  • Communicates directly, and on behalf of GM, with Board members, stakeholders, and others
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the GM's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the GM to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the GM updated.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the GM's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Information Management and Board Support:

  • Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
  • Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics such as correspondence, reports, and presentations.
  • Set up and maintain document management system.
  • Secures information by completing data base backups.
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
  • Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
  • Maintains internal and external customer confidence and protects the company by keeping information confidential.
  • Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Office Management:

  • Managing the day-to-day operations of the General Manager
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
  • Liaison with internal and external contacts.

Events Management:

  • Assists in planning and arranging events, including organizing catering internal and external events.

Document Control:

  • Spearheads document control procedure of ESPH
  • Safekeeps all policies and procedures of ESPH

Others:

  • Performs other duties as assigned.
  • Supervises the Administrative function of ESPH.

QUALIFICATIONS:

Education: Requires a Bachelor's Degree in Business Administration or a closely related field

Specialized knowledge: Travel Logistics; Full comprehension of Office Management Systems and procedures

Skills (including any technical or interpersonal skills): Good Customer Service Skills; Good organizational skills and ability to deal with and maintain strict confidentiality; Exemplary planning and time management Skills; Technical Skills, including proficiency with Microsoft Office Programs

Abilities: Ability to communicate effectively both verbally and in writing; follow oral and written instructions; Ability to remain professional throughout stressful situations, and resolve problems with creativity, confidentiality, and tact; Ability to manage multiple tasks with continued attention to detail

Other characteristics: Maintain a high level of confidentiality and deal effectively and courteously with employees

Professional Certification (Licenses needed): N/A

Experience: Minimum of 5 years proven experience in secretarial position; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job

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