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Executive Support Specialist

1 month ago

Makati City, National Capital Region, Philippines Lewis Glanz Consulting Full time
Executive Assistant

We are seeking a highly skilled and experienced Executive Assistant to provide exceptional support to our executive team. The ideal candidate will possess a strong sense of responsibility, excellent organizational and time management skills, and the ability to work in a fast-paced environment.

Key Responsibilities:
  • Administrative Support: Provide high-level administrative and secretarial support to the executive, including managing and organizing the executive's calendar, scheduling meetings and appointments, and preparing drafts and correspondence.
  • Coordination of Requirements: Handle the executive's requirements and other affiliated companies and projects, oversee travel arrangements, and manage files and documents for various business operations.
  • Stakeholder Communication: Liaise and effectively communicate with different companies, clients, lawyers, accountants, brokers, bank managers, and other stakeholders, and act as a point of contact between the executive and external parties.
  • Calendar and Email Management: Manage the executive's calendar and assigned emails, ensuring efficient scheduling and communication, and provide timely reminders for deliverables and important deadlines.
  • Meeting and Event Coordination: Manage meeting setups, including preparing agendas, coordinating attendees, and ensuring all necessary materials are available, and organize and oversee company events.
  • Office Management: Oversee office management requirements, ensure the office is well-maintained and organized, and work closely with the Executive Office team to organize the executive's schedule and ensure timely completion of tasks.
  • VP Support: Handle HR and Admin/Procurement requirements of the company under the supervision of the VP, including hiring and onboarding, employee relations, policy development, regulatory compliance, procurement, and management of maintenance and mesenterial staff.
  • Team Support: Provide support to and act as a backup for the executive staff when necessary, and collaborate with the Executive Office team to achieve organizational goals.
  • Miscellaneous Tasks: Perform any other tasks assigned by the executive to support the smooth functioning of the office.
Qualifications:
  • Education: Possess at least a Bachelor's/College Degree.
  • Experience: At least 4-5 years of experience as an executive assistant, preferably with experience handling several businesses/companies, and experience working in a high-pressure and fast-paced environment.
  • Skills: Strong sense of responsibility, excellent organizational and time management skills, proficiency with Microsoft Office, impeccable written and oral communication skills, and a pleasing personality.
  • Work Hours and Location: Willing to work in Makati, and flexible in terms of working hours to meet the demands of the executive's schedule and business needs.