Executive Assistant

3 months ago

Makati City, Philippines Lewis Glanz Consulting Full time
Our client is looking for a Executive Assistant

Key Responsibilities:

1. Administrative Support:
o Provide high-level administrative and secretarial support to the executive.
o Manage and organize the executive’s calendar, including scheduling
meetings and appointments.
2. Coordination of Requirements:
o Handle the executive's requirements and other affiliated
companies and projects, with the exception of Ikon.
o Oversee travel arrangements, including travel schedules, hotel bookings,
accommodations, and transportation.
3. Document Management:
o Maintain and organize files and documents for various business operations.
o Prepare drafts and other correspondence as required by the executive.
4. Stakeholder Communication:
o Liaise and effectively communicate with different companies, clients,
lawyers, accountants, brokers, bank managers, and other stakeholders.
o Act as a point of contact between the executive and external parties.
5. Calendar and Email Management:
o Manage the executive’s calendar and assigned emails, ensuring efficient
scheduling and communication.
o Provide timely reminders for deliverables and important deadlines.
6. Meeting and Event Coordination:
o Manage meeting setups, including preparing agendas, coordinating
attendees, and ensuring all necessary materials are available.
o Organize and oversee company events, ensuring all logistics are handled
efficiently.
7. Office Management:
o Oversee office management requirements and ensure the office is well
maintained and organized.
o Work closely with the Executive Office team to organize the executive’s
schedule and ensure timely completion of tasks.
8. VP Support:
o Handle HR and Admin/ Procurement requirements of the company under the
supervision of the VP. This includes but not limited to:
• Hiring and onboarding
• 201 management
• Employee relations
• Policy development
• Regulatory compliance
• Procurement
• Management of maintenance and mesenterial staff
9. Team Support:
o Provide support to and act as a backup for the executive staff when necessary.
o Collaborate with the Executive Office team to achieve organizational goals.
10. Miscellaneous Tasks:
o Perform any other tasks assigned by the executive to support the smooth
functioning of the office.

Qualifications:
1. Educational Background:
o Should possess at least a Bachelor’s/College Degree.
2. Experience:
o At least 4-5 years of experience as an executive assistant.
o Preferably has experience handling several businesses/companies.
o Experience working in a high-pressure and fast-paced environment.
3. Skills:
o Strong sense of responsibility and ability to complete tasks with minimal
supervision.
o Strong organizational and time management skills with keen attention to
detail.
o Proficient with Microsoft Office.
o Impeccable written and oral communication skills.
o Must have a pleasing personality and can communicate well with clients,
suppliers, lawyers, etc.
o Must have a stable job history and a proven track record of handling
confidential and high-value information and items.
4. Work Hours and Location:
o Willing to work in Makati.
o Flexible in terms of working hours to meet the demands of the executive’s
schedule and business needs.

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