Executive Assistant to the General Manager

Job Title: Executive Assistant and Office Administration Officer

Location: Ortigas, Pasig City

Shift Schedule: Monday-Friday

Work Set-up: Onsite

Key Responsibilities:

Specific Responsibilities

Provide office administration support services in order to ensure order, efficiency and effectiveness within the business environment:

• Manage Administrative Assistant/ Receptionist and oversee over-all administration of office premises including visitor access management, maintenance of filing and storage system, courier, and inventory of stationery and pantry supplies.
• Monitor fixed asset management
• Monitor performance and productivity of the messenger and utility personnel.
• Ensure coordination with Building Management Office or external parties for office maintenance/repair matters, i.e. equipment repairs, carpet cleaning, air conditional servicing, printers servicing or defect, pantry/grocery/equipment replenish and maintenance, etc
• Ensure office readiness prior to the arrival of VIPs/guest
• Responsible for controlling office & admin budgets given
• Responsible for relevant office admin rental/contract/servicing agreement negotiations to ensure on-going cost effectiveness
• Ensure office premises' rental are renewed

Executive Support

• To assist the General Manager, Philippines on daily operation matters
• To be responsible for the execution of secretarial duties, management & organization
• Maintain strict confidentiality and interact professionally with all levels of management, staff, clients and business associates.
• Arrange meeting and other related appointments
• Make travel arrangement for business trips and ensure necessary travelling processes and approvals are adhered to
• Coordinate, supervise, pursue and follow up on the instructions given by the General Manager, Philippines to the respective management staff
• Responsible to coordinate the Monthly Senior Management meeting and ensure meeting minutes are taken. Facilitate the necessary follow-up action resulting from the meeting.

Expatriate Management

• In charge of visa and working pass application/renewal of all non-Filipino personnel
• Serves as liaison officer for all immigration matters
• To give assistance on relocation aspect, such as, but not limited to: arranging of accommodation, shipment of things to and from point of residence.

Data Protection Expert

• Track and report on compliance with local data protection requirements
• Assist in development of data protection audit plans and schedules
• Plan, accompany and where required participate in data protection audits
• Assist the regional DPO with the collation of data protection audit reports and other compliance reports.
• Assist with the tracking of action plans and follow-up data protection audits, as required.

Others

• Compliance and adherence to GAPP and SOP
• Where applicable, make recommendations to management on automation of administrative tasks to reduce redundant operational task
• Other administrative tasks as assigned from time to time.

OHS

• Encourage positive attitudes towards OH&S
• Ensure all workers including contractors participate in approved OH&S training programs.
• Ensure the hazard identification & risk management process is utilized effectively to manage OH&S risks.
• Apply OH&S policy and procedures to ensure compliance with Intl.SOS and regulatory requirements for OH&S at all times.
• Actively participate in OH&S inspections and audits including corrective actions.
• Include OH&S performance in worker performance appraisals
• Ensure all hazards and incidents are reported and investigated appropriately and suitable controls are implemented.
• Ensure that workers are equipped with the information, instruction, training and supervision that they need to work safely.
• Ensure all plant and equipment is properly maintained
• Maintain relevant knowledge of OH&S issues.
• Act as a role model by demonstrating safe work behaviour.

Job Profile:

Required Skills and Knowledge

• Proficient knowledge in office administration
• Possess computer skills including to spreadsheet and word processing programs and a proficient level
• Demonstrates effective verbal and listening communication skills

Required Work Experience

• More than 5 years of experience in admin related environment
• Strong organizational and secretarial skills
• Good command in MS Word, Excel and Powerpoint

Required Qualifications

• Diploma/ Bachelor's Degree in Business related subjects

Required Languages

• English

Job Type: Full-time

Work Location: In person