Executive Assistant

5 hours ago

Taguig, National Capital Region, Philippines Transnational Diversified Group, Inc. Full time

Job summary

The Executive Assistant provides high-level administrative support to executives, ensuring smooth day-to-day operations. They manage calendars, schedule meetings, coordinate travel arrangements, and handle communication on behalf of executives.

The Executive Assistant also prepares reports, organizes documents, and assists in project management, often serving as a key point of contact for internal and external stakeholders. The Executive Assistant enables executives to focus on strategic tasks and goals by managing priorities and anticipating needs.

Primary Duties and Responsibilities

  • Calendar Management:
  • Schedule and coordinate meetings, appointments, and events.
  • Prioritize time-sensitive engagements and ensure executives stay on schedule.
  • Organize recurring meetings and prepare agendas in advance.
  • Communication:
  • Serve as a liaison between executives and internal/external contacts.
  • Screen and respond to emails, phone calls, and other correspondence on behalf of executives.
  • Draft and proofread emails, memos, and other documents.
  • Travel Arrangements:
  • Plan and book travel, including flights, accommodations, and transportation.
  • Prepare detailed travel itineraries and manage changes as needed.
  • Ensure all travel-related documentation is organized and accessible.
  • Document Preparation and Management:
  • Prepare reports, presentations, and documents for meetings and projects.
  • Organize and maintain files, both physical and digital, for easy access.
  • Handle confidential and sensitive information with discretion.
  • Meeting Support:
  • Arrange meeting logistics, including booking rooms and setting up video conferencing.
  • Take meeting minutes, track action items, and follow up on deadlines.
  • Ensure executives have necessary materials for meetings in advance.
  • Project Coordination:
  • Assist in planning and executing projects, tracking deadlines, and managing workflows.
  • Coordinate with teams to gather information and compile reports.
  • Follow up with stakeholders on project status and deliverables.
  • Expense and Budget Management:
  • Track and process expense reports for executives, ensuring compliance with company policies.
  • Manage budgets for executive-related activities or projects as needed.
  • Event Planning:
  • Organize and coordinate company events, off-sites, or executive meetings.
  • Handle logistics, including vendor coordination, attendee lists, and venue arrangements.
  • Task Prioritization and Problem Solving:
  • Anticipate executives' needs and proactively address issues before they arise.
  • Prioritize tasks based on urgency and importance, balancing multiple responsibilities.
  • Resolve issues quickly, whether scheduling conflicts, travel disruptions, or communication delays.
  • Relationship Building:
  • Build and maintain positive relationships with executives, team members, and external partners.
  • Represent executives professionally in interactions with clients and stakeholders.

Skill and Qualifications

  • Excellent written and verbal communication skills
  • Time-management skills
  • Ability to pay attention to detail
  • Organization skills
  • Ability to multitask
  • Basic understanding of frequently used computer software and programs, such as Microsoft Office
  • Interpersonal skills

Job Type: Full-time

Pay: Php30, Php40,000.00 per month

Benefits:

  • Promotion to permanent employee

Ability to commute/relocate:

  • Taguig: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

  • How soon can you start?

Education:

  • Bachelor's (Preferred)

Experience:

  • Executive Assistant: 1 year (Preferred)

Language:

  • Japanese (Preferred)

Work Location: In person

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