Executive Assistant

4 weeks ago

Taguig, National Capital Region, Philippines Colgate-Palmolive Company Full time
No Relocation Assistance Offered
# Taguig, National Capital Region (NCR), Philippines

Who We Are

Colgate-Palmolive Company is a caring, innovative growth company that is reimagining a healthier future for all people, their pets and our planet.

Focused on Oral Care, Personal Care, Home Care and Pet Nutrition, we sell our products in more than 200 countries and territories under brands such as Colgate, Palmolive, elmex, hello, meridol, Sorriso, Tom's of Maine, EltaMD, Filorga, Irish Spring, PCA SKIN, Protex, Sanex, Softsoap, Speed Stick, Ajax, Axion, Fabuloso, Soupline and Suavitel, as well as Hill's Pet Nutrition.


We are recognized for our leadership and innovation in promoting sustainability and community wellbeing, including our achievements in decreasing plastic waste and promoting recyclability, saving water, conserving natural resources and improving children's oral health.

If you want to work for a company that lives by their values, then give your career a reason to smile and join our global team

JOB PURPOSE:
The Executive Secretary is responsible for supporting the daily job duties of a company Executive or Administrator.

Their duties include maintaining an Executive's appointment calendar, proofreading documents before they go out to company employees or stakeholders and answering phone calls or emails on the Executive's behalf.


The duties and responsibilities include:

CORE RESPONSIBILITIES:

  • Expat Admin Support
  • Support completion of work permit and relocation requirements for the expat and family, as needed and aligned with
  • Timely support on housing related bills and SAP concur transactions
  • Executive Assistant
  • Manage the General Manager's calendar, ensuring efficient time management and prioritization of appointments, meetings, and travel arrangements.
  • Act as the first point of contact for the General Manager, handling all correspondence with discretion and diplomacy.
Exercises tact, prudence and high level of maturity and confidentiality in handling documents, calls, inquiries and relaying messages for and on behalf of the General Manager.

  • Prepare and edit correspondence, communications, presentations, and other documents on behalf of the General Manager.
  • Strong leadership and communication in facilitating and coordinating internal and external communication between the General Manager, Local leadership team, division team, and other stakeholders.
Maintain credibility, trust, and support with senior management staff.

  • Organize and coordinate the logistics of executive team activities, including leadership meetings and off site meetings.
  • Assist with the preparation of the budget for the General Manager's office, monitor expenses, and process expense reports.
  • GM's office records storage and safekeeping aligned with the Records Retention guidelines.
  • Sustainability program administration
  • Organize and coordinate special projects as assigned, including but not limited to Sustainability programs and Company Donations
  • Active member of the Sustainability team to support any and all admin requirements, including contracts and related documents, bills processing, etc.
Coordinate with Finance and Suppliers on payment and tax related requirements.

  • Support Finance to obtain & submit documents to the BIR
  • Any other tasks required based on agreed Sustainability team R&Rs
  • Liaison for corporate memberships and donations
  • Monitor and administer the company's professional memberships
  • Manage company donations; active engagement with the organization to ensure compliance with company policies and standards.
  • Business Continuity Plan admin support
  • Update Business Continuity Plan contact directory as needed.
Ensure complete and updated Business Continuity Plans in the BCP Shared drive, liaising with Internal Audit and Function Heads.

  • Others
  • Efficiently distribute board resolutions and SEC certificates for electronic signature by board members, ensuring timely execution and compliance.
  • Manage relationship with Travel Agency and SME for travel related policies advise travelers and travel agencies on company policies regarding official flight bookings, visas, and hotel accommodations, ensuring adherence to guidelines.
  • Acts as coordinator/liaison between drivers and their agency in support to push for Colgate's requirements, ensuring protocols are in place, right charging expenses and providing approval for needed car, driver, maintenance expenses in coordination with procurement and/or vendors.
  • Manage good relationships with International School Manila and other key schools for children of expats.
  • Perform other duties that may be required from time to time.

KEY INTERNAL AND EXTERNAL CUSTOMERS

Internal:

  • Leadership Team
  • Legal team
  • Finance / tax
  • Division team
  • Global teams

External:

  • Vendors, Third Party Service Providers, Third Party Services & Logistics Provider, Other Business Partners
LEADERSHIP / SUPERVISION

  • Individual Contributor

EDUCATION AND FUNCTIONAL EXPERIENCE REQUIRED

EDUCATION:

  • Bachelor's degree (or equivalent local university degree) in a technical or business field

REQUIREMENTS:

  • Proven experience as an executive assistant or in other secretarial positions.
  • High level of verbal and written communications skills.
Able to communicate clearly to all levels of the organization

  • Full comprehension of office management systems and procedures.
  • Excellent knowledge of Google Suite, with proficiency in Docs, Sheets, and Slides.
  • Exemplary planning and time management skills.
  • Ability to multitask and prioritize daily workload.
  • High level of integrity, discretion and confidentiality.
  • Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners.
Our Commitment to Sustainability

With the Colgate brand in more homes than any other, we are presented with great opportunities and new challenges as we work to integrate sustainability into all aspects of our business and create positive social impact.

We are determined to position ourselves for further growth as we act on our 2025 Sustainability & Social Impact Strategy.

Our Commitment to Diversity, Equity & Inclusion

Achieving our purpose starts with our people — ensuring our workforce represents the people and communities we serve —and creating an environment where our people feel they belong; where we can be our authentic selves, feel treated with respect and have the support of leadership to impact the business in a meaningful way.

Equal Opportunity Employer

Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law.

Reasonable accommodation during the application process is available for persons with disabilities. Application_Accommodationcolpal with the subject "Accommodation Request" should you require accommodation.

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