Executive Assistant

2 weeks ago

Cebu City, Central Visayas, Philippines Island Souvenirs, Inc. Full time

JOB SUMMARY:

The Executive Assistant is responsible for providing executive and administrative support to the President/CEO. Duties include, but are not limited to, maintenance of calendars, attendance, and travel itineraries of the CEO; liaises in the needs of and/or request of other departments with the CEO.

JOB RESPONSIBILITIES:

  1. Provides high level administrative support to the President & Chief Executive Officer (CEO) and the Board of Directors by providing efficient executive assistant services to achieve flawless execution of CEO/BOD projects;

  2. Assists the Company President & CEO in his everyday tasks by providing administrative, organizational and scheduling structure, and support, to allow him to focus on more strategic priorities;

  3. Prepares a variety of complex reports (statistical, financial, administrative, and budgetary), including attending meetings to gather information, conducting research through the internet and other sources to produce necessary data and reports required;

  4. Participates in preparation of contract negotiations by assisting with research and analysis, and coordination with the Company's Retainer Lawyer; providing clerical and technical support during contract negotiation sessions, and following up on items to achieve new business dealing targets by the organization;

  5. Create and maintain an effective filing management system for all documents, records, and reports of the Company President & CEO;

  6. Act as the point of contact between the executives, and internal/external clients;

  7. Manage and maintain schedules, appointments, and travel arrangements;

  8. Maintain agenda and assist in planning appointments, board meetings, conferences etc;

  9. Assists in the planning and arranging of meetings and conferences, as required.

  10. Ensures all equipment is properly set up and all needed facilities are complete;

  11. Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, parcels, packages, etc.);

  12. Handle confidential documents ensuring they remain secure;

  13. Prepare invoices or financial statements and provide assistance in bookkeeping;

  14. Maintain electronically and paper records ensuring information is organized and easily accessible;

  15. Tracks and records incoming and outgoing correspondences, project files, and other significant documents of managed properties;

  16. Maintains and monitors all management agreements and updates before it reaches its expiration date;

  17. Performs other duties (including improvement projects) that may be assigned from time to time;

  18. Directly coordinate with the company heads and managers regarding business related matters, as delegated by the Company President & CEO;

  19. Handle personal requirements of the Company President & CEO.

QUALIFICATIONS:

  1. Must possess a Bachelor's Degree in any Business, Accounting or any related course

  2. Minimum of three (3) years of experience as Executive Assistant;

  3. Experience in Project Management, Accounting and Finance or in Business Development functions in a retail company is an advantage for this position;

  4. Outstanding negotiation and communication skills both written and verbal - will be corresponding with management across the organization;

  5. Ability to work in a fast-paced environment, and can handle pressure well; with keen attention to detail;

  6. Can speak clearly in positive and negative situations;

  7. Can write clearly and informatively (i.e, e-mail, letters, and reports);

  8. Can prioritize and plan work activities;

  9. Ability to make decisions and take appropriate actions;

  10. Has a positive attitude, and able to deal with different people or situations;

  11. Ability to develop strong working relationships with all levels of individuals in the organization;

  12. Ability to maintain and secure confidential information.

WORK SCHEDULE:

Work schedule, as well as rest days and other necessary schedules are to be discussed upon interview.

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