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Executive Assistant

3 months ago

Manila, National Capital Region, Philippines International Marketing Group (IMG) Insurance Brokers Corp. Full time
Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

  • Act as a liaison and provide support to the Board of Directors.
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.

  • Complete a broad variety of administrative tasks that facilitate the CEO'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.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.
Work closely with the CEO 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 CEO updated.

Anticipate CEO's needs in advance of meetings, conferences, etc.

  • Maintain open communications with the WSOS team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.
  • Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
  • Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO 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 CEO.
  • Work with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
  • Manage all aspects of organization's office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.
  • Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, including the WSOS team, to meet their current and future information needs. Supervise IT consultants. Prepare budget recommendations.
  • Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.
  • Provide event management support as requested.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Answer main phone line and respond to inquiries.
  • Process and distribute daily mail.
  • Invest in building long-lasting relationships both externally and internally.
  • Manage petty cash reimbursements and reconciliation.
  • Other projects/duties as assigned for the overall benefit of the organization.