Executive Assistant

2 weeks ago

Bonifacio Global Metro Manila, Philippines Manpower Outsourcing Services, Inc. Full time ₱900,000 - ₱1,200,000 per year

Qualifications

Educational Background: Any related course

Work experience required

· Atleast 2-3 years experience

Technical / Functional Skills

Behavioral Preferences / Soft Skills

· With commitment

Essential skills requirement:

  • Self-driven and has advanced prioritization abilities
  • Detail-oriented and highly organized
  • Able to manage complex tasks (multi-task) and with great time management skills
  • Proactive, collaborative, and with strong interpersonal skills
  • Can work with grace under pressure and maintain professionalism at all times
  • Can maintain strict confidentiality with all materials and exercise discretion when working with the business

Overall responsibilities:

The role is responsible for various administrative activities, including management of complex calendars, meeting requests, and other scheduling requirements, tracking key deliverables, coordinating domestic and international travel, any administrative budgeting requirements including processing of purchase orders and tracking expenses, project coordination, and document review. Other activities include coordinating meeting agendas, facilitating key organizational activities (such as townhalls, open bar events), office management, planning, and execution of office space requirements, and assisting in the new hires onboarding. Some of the administrative tasks are:

  • Calendar management – scheduling meetings, appointments, and travel arrangements
  • Communication management – answering phone calls, emails, and managing correspondence
  • Document preparation – drafting letters, reports, presentations, and other documents
  • Travel arrangements – booking flights, hotels, and transportation for business trips
  • Expense reports – Tracking and submitting expense reports
  • Meeting coordination – setting up meeting rooms, preparing agendas, and taking minutes
  • Confidential information handling – maintaining confidentiality of sensitive information meetings, appointments, and travel arrangements

The role is also responsible to carry out the following office and facilities management and operations support tasks:

  • Building maintenance – oversee routine maintenance, repairs, and preventative upkeep of building systems (HVAC, electrical, plumbing)
  • Cleaning and janitorial services – manage cleaning contracts and ensuring proper hygiene standards are met
  • Office supplies management – manage office and pantry supplies requirement and replenishment; maintain supplies inventory
  • Security management – implement and monitor security systems, access controls, and emergency procedures
  • Vendor management – coordinate with facilities service providers for maintenance, cleaning, and other facility needs
  • Budgeting and cost control – track facility expenses and managing budget allocations
  • Compliance management – ensure adherence to safety regulations and building codes; ensure submission of required forms and reports to comply with PEZA, DOLE, and other regulations
  • Space planning and utilization – optimize office space allocation and manage room bookings
  • Emergency response – coordinate response to emergencies like fire drills, power outages, and building damage

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