Personal Assistant to MD and Admin

23 hours ago

Manila, National Capital Region, Philippines Bershaw Consultancy Full time $104,000 - $130,878 per year

Job Summary:

This position provides administrative and secretarial support to the Managing Director and responsible for providing general administrative function to ensure daily operational requirements and office management are carried out effectively and efficiently.

Key Responsibilities:

Personal Assistant to MD

  • Manage and maintain the MD's calendar. Prioritizing inquiries and requests, exercising judgement on time required and providing recommendations to ensure smooth day-to-day engagements
  • Prepare, organize and coordinate the agenda, presentations, materials and logistics for conferences, meetings and/or events
  • Coordinate and manage employment regulatory requirements (work permits, work visas, legal compliance) and all travel arrangements (flight booking, visa applications, hotel bookings, etc.)
  • Provide timely support on the Travel and Entertainment claims and Home Leave claims preparation and submission for MD

Lead Office Admin Function

  • Act as travel manager for all company's business travelers ensuring hotels, flights, ground transportations, visas/ permit and other requirements compliance are efficiently managed.
  • Lead the office move, repair, maintenance and enhancement ensuring compliance with mandatory health and safety practices.
  • Handles lease agreements e.g. office, parking, MD's residence and other non-local lease, if applicable.
  • Manages all car related matters, ensuring data/information accuracy and be able to recommend improvements and efficiency:
  • Lease/Agreements – new, renewal and terminations
  • Registrations
  • Insurances and claims
  • Repairs and maintenance
  • Fuel consumptions
  • Handles the corporate mobile unit/line issuances (renewal, new and terminations).
  • Manages the Receptionist to attend to all office administrative matters and act as a back-up support for the Receptionist when he/she is absent, ensuring smooth office operations.
  • Oversees company drivers' performance.
  • Provides support to any other ad-hoc tasks and when assigned.

Job Requirements:

  • Bachelor's Degree
  • Minimum 3 years' experience as a personal assistant/executive assistant
  • Relevant office administration management and/or people management experience would be a plus
  • Knowledge of travel management and processes
  • Strong proficiency in Microsoft applications
  • Good communication skills
  • English fluency

Behavioral skills:

  • Exhibits high degree of integrity
  • Able to execute discretion and confidentiality
  • Multi-tasker, well organized and detailed oriented
  • Proactive, driven and self-motivated
  • Independent and creative problem solver
  • A team player with strong interpersonal skill
  • Positive attitude
  • Able to work under pressure and tight deadlines

Functional Competencies

  • Calendar and travel Management
  • Planning and organizing
  • Project Management
  • Information/Record administration
  • Problem solving
  • Tech savvy

Job Type: Full-time

Application Question(s):

  • Do you have experience in dealing with expats?
  • Amenable to be onsite in BGC?

Work Location: In person

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