Executive Assistant

3 weeks ago

Malabon, Philippines Lifestrong Marketing Inc. Full time

Overview

The Executive Assistant (EA) provides high-level administrative support to senior executives, helping them manage their schedules, communications, and various projects. The Executive Assistant acts as a liaison between executives and internal/external stakeholders and plays a crucial role in optimizing the executive's workflow.

Calendar and Schedule Management:

  • Manage and maintain the executive’s calendar, including scheduling appointments, meetings, and travel arrangements.
  • Prioritize meetings and appointments to ensure the executive’s time is used effectively.
  • Ensure the executive is well-prepared for all meetings by preparing agendas, materials, and briefings.

Communication Management:

  • Handle incoming calls, emails, and correspondence for the executive, ensuring prompt and appropriate responses.
  • Act as the first point of contact for internal and external stakeholders, ensuring professionalism in all communications.
  • Prepare, review, and edit documents, presentations, and reports for internal and external use.

Travel Coordination:

  • Organize complex travel itineraries, including flights, accommodations, transportation, and itineraries.
  • Ensure that all travel logistics are well-coordinated and align with the executive’s schedule.
  • Prepare travel expense reports and manage receipts for reimbursement.

Meeting Coordination:

  • Arrange logistics for meetings, conferences, and special events, including venue selection, catering, technology, and equipment.
  • Prepare meeting agendas and take minutes, following up on action items and ensuring deadlines are met.
  • Facilitate effective communication and coordination between the executive and team members.

Confidentiality and Discretion:

  • Handle confidential information with the highest level of professionalism and discretion.
  • Exercise judgment in determining the level of information to be shared and maintain the executive's privacy.

Event Planning & Coordination:

  • Organize internal and external events, including conferences, client meetings, company-wide events, and team-building activities.
  • Manage event logistics such as invitations, RSVPs, and event materials.

Property Management:

  • Assist in coordinating property maintenance, repairs, and inspections by liaising with contractors and service providers.
  • Oversee tenant communication, including handling inquiries, complaints, and lease-related issues.
  • Track lease agreements, renewals, and expirations to ensure timely action and coordination.
  • Maintain property files, contracts, and records in an organized and accessible manner.
  • Assist in preparing budgets, financial reports, and tracking expenses related to property operations.
  • Process invoices, track vendor payments, and follow up on property management-related financial transactions.
  • Prepare reports on property performance, occupancy rates, maintenance costs, and rental income for executive review.

Qualifications:

  • Bachelor’s degree in Business Administration, Communications, or related field (or equivalent experience).
  • 1 year of experience as an executive assistant, administrative assistant, or similar role in a corporate environment.
  • Experience managing complex calendars, travel arrangements, and communication flow.
  • Strong understanding of office procedures and systems, including proficiency with office software and digital tools (e.g., Microsoft Office Suite, Google Workspace, project management tools).
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