Executive Assistant

3 weeks ago

San Juan, Philippines Private Advertiser Full time

Overview

We are seeking a highly organized and dynamic Executive Assistant to provide comprehensive support to the Managing Director , Business Development Team , and Marketing & Communication Department . The role requires a proactive professional who can manage day-to-day executive tasks, coordinate with various stakeholders, and liaise with Global Headquarters . The successful candidate will play a vital role in ensuring smooth operations across multiple departments and supporting company-wide initiatives.

Key Responsibilities

  • Provide direct executive support to the Managing Director, including managing calendars, scheduling meetings, handling correspondence, and organizing travel arrangements.

  • Support the Business Development and Marketing & Communication Departments in administrative, reporting, and coordination tasks.

  • Prepare, consolidate, and manage SMART reporting, ensuring accuracy and timely submission.

  • Coordinate and maintain effective communication in Headquarters Abroad and other international counterparts.

  • Organize, coordinate, and document meetings, including preparation of agendas, minutes, and follow-ups.

  • Act as the point of contact between executives, staff, clients, and external partners, maintaining a professional and approachable demeanor.

  • Provide support to all Market Lines and Departments as needed, ensuring smooth interdepartmental collaboration.

  • Maintain and update contact lists, databases, and confidential files.

  • Draft, review, and edit correspondence, presentations, and reports for executive use.

  • Coordinate internal and external events, conferences, and business meetings.

  • Monitor, prioritize, and manage incoming communications (emails, phone calls, memos).

  • Perform ad hoc administrative and operational support tasks as required.

  • Run errands and ensure daily workflow responsibilities are executed efficiently and on time.

Requirements

  • Bachelor’s degree in Mass Communication, Foreign Studies, AB English, International Studies , or other related courses.

  • 1 – 3 years of proven experience in a similar role as Executive Assistant or in related functions such as Business Development, Finance, Human Resources, or Administration .

  • Strong organizational skills with the ability to multi-task and prioritize effectively.

  • Excellent command of English (verbal and written) ; strong business writing skills are essential.

  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).

  • Knowledge of standard office administrative practices and procedures.

  • Exceptional time management skills and attention to detail.

  • Strong interpersonal and communication skills, with the ability to interact with individuals at all levels.

  • High degree of discretion, confidentiality, and professionalism.

  • Problem-solving mindset with the ability to work independently while aligning with company goals.

  • Professional image with an approachable and engaging personality.

  • Flexibility to provide cross-departmental support when required.

Others

  • Preferrably able to start immediately .

  • Willing to work fully on-site from Monday to Friday, 8:00 AM – 5:00 PM (Weekends off).

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