Executive Secretary

1 week ago

Makati City, National Capital Region, Philippines Biocare Lifesciences Inc. Full time ₱900,000 - ₱1,200,000 per year

Position Overview:

The Executive Assistant will play a critical role in ensuring the efficient and effective operation of the Managing Director's office. This role requires high-level administrative support, exceptional organizational skills, and the ability to handle sensitive information with the utmost discretion and confidentiality. The Executive Assistant will also serve as a liaison between the MD and internal and external stakeholders, ensuring seamless communication and coordination.

Key Responsibilities:

Administrative Support:

  • Provide comprehensive administrative support to the Managing Director, ensuring efficient office operations.
  • Handle phone calls, emails, and other correspondence on behalf of the MD.
  • Organize files, maintain records, and draft documents as needed.
  • Prepare and manage meeting agendas, minutes, and follow-ups.
  • Address day-to-day challenges requiring quick thinking and resourcefulness.

Scheduling & Coordination:

  • Manage and organize the MD's schedule, including meetings, appointments, and travel arrangements.
  • Coordinate with leads and other associates to ensure smooth communication and collaboration.
  • Plan and execute events or projects, ensuring timely follow-up and coordination.

Travel & Logistics Management:

  • Arrange travel logistics, including hotel bookings, travel insurance, visa applications, and other necessary arrangements for the MD and clients.
  • Prepare food and other requirements for clients during meetings or events.

Research & Reporting:

  • Research and compile relevant information to support the MD's decision-making.
  • Prepare reports, presentations, and other documents as needed.

Cross-functional Support:

  • Assist with other administrative functions as required.
  • Collaborate with other departments to ensure efficient and cohesive operations.

Job Qualifications:

Education:

  • Must be at least a College Graduate.

Experience:

  • Preferably with a background in Finance or the Pharmaceutical industry.

Key Capabilities & Technical Competencies:

  • Verbal and written proficiency in English and Hindu will be a huge plus
  • Strong attention to detail and ability to multitask effectively.
  • Advanced knowledge of MS Office Suite (Excel, Word, PowerPoint).
  • Strong ability to prioritize tasks and meet tight deadlines.
  • Capable of handling sensitive information with utmost confidentiality.
  • Ability to work under pressure in a fast-paced environment.

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