Executive Assistant

17 hours ago

Mandaluyong City, National Capital Region, Philippines Outsource Broker Support Full time $104,000 - $130,878 per year

You will be required to assist in all aspects of the executive support, document management, and operational administration processes, which may at times extend beyond the duties listed below.

Managing the day-to-day administrative tasks, such as managing the Managing Directors diary and emails, liaising with stakeholders, preparing and formatting documents, and supporting office operations to ensure efficiency across the business.

This will require you to handle confidential information with discretion, prepare professional documents and reports and manage competing priorities while maintaining a high level of accuracy and professionalism.

Other responsibilities include but are not limited to:

  • Manage diary and email communications for the Managing Director promptly and efficiently
  • Liaise with internal and external stakeholders on behalf of the Managing Director ensuring strong and professional communication
  • Receive dictation and accurately transcribe into various documents
  • Prepare, proofread, and format reports, valuations, and contracts to meet company standards
  • Assist with preparing valuation contracts using existing templates
  • Apply basic graphic design skills to enhance the presentation of documents
  • Track and follow up on action items to ensure timely completion
  • Assist Operations Manager with database entry, sales administration tasks, and contract preparation
  • Coordinate invoicing with the accounts team and Operations Manager
  • Assist with marketing schedules and authority documentation
  • Answer and screen telephone calls professionally
  • Handle all tasks with discretion, sound judgment, and confidentiality

You will be fully trained in the specific requirements and you will be responsible for prioritising your daily workload.

We always encourage continuous improvement and team development, improving internal tasks and procedures, client communication and ensuring a high level of quality and service.

Responsibilities:

  • At least 3 years experience as an Executive Assistant or in senior admin/operational support (Real Estate, Legal, or Accounting experience a plus)
  • Strong skills in Microsoft Office (Word, Excel, PowerPoint)
  • Proven experience preparing and formatting professional documents, including valuations and reports
  • Highly organised with the ability to manage multiple priorities
  • Basic graphic design skills (InDesign experience desirable but not essential)
  • Honest, reliable, and strong work ethic
  • Strong written and verbal communication skills
  • Ability to handle confidential information with sound judgment
  • Detail-oriented, proactive, and adaptable with strong problem-solving skills

Join our team and enjoy these benefits & perks:

  • Medical, dental, and life insurance from day one
  • Paid vacation and sick leave (with quarterly conversion)
  • Competitive salary and annual appraisals
  • Financial assistance program
  • Mandatory government benefits and 13th-month pay
  • Complimentary sleeping quarters and free coffee
  • Free access to office fitness and wellness facilities
  • Regular company events, promoting work-life balance and career growth

Only shortlisted candidates will be contacted

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