Personal Assistant

1 day ago

Iloilo City, Western Visayas, Philippines Belgian Iloilo Construction Corp. Full time $40,000 - $80,000 per year

We are seeking a highly organized and trustworthy Personal Assistant to support our General Manager. The ideal candidate will manage administrative tasks, handle personal errands, and provide executive support, ensuring the GM can focus on high-priority business and personal matters. The role requires exceptional organizational skills, discretion, and the ability to manage multiple tasks efficiently.

Core Responsibilities

  1. Administrative Support:

  2. Manage and organize GM's calendar, including scheduling appointments and meetings.

  3. Handle GM's correspondence, including emails, phone calls, and postal mail.
  4. Prepare and edit correspondence, reports, and presentations.
  5. Organize and maintain the filing system of important and confidential company documents.
  6. Book business travel arrangements, including flights, transportation, and lodgings for the GM.
  7. Create agendas and take meeting minutes.
  8. Handle confidential documents ensuring they remain secure.
  9. Conduct research and prepare presentations or reports as assigned.
  10. Be an interpreter for meetings in Hiligaynon and Tagalog.
  11. Advise the GM on cultural differences and sensitivities.
  12. Maintain a task management system to ensure all tasks and projects are tracked and completed on time.

  13. Office Management:

  14. Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.

  15. Maintain electronic and paper records ensuring information is organized and easily accessible.
  16. Implement and maintain office systems alongside the administrative team.
  17. Ensure office expenditure is maintained within budgetary constraints.
  18. Handle customer inquiries and complaints.
  19. Oversee the maintenance of office facilities and equipment.
  20. Liaise with staff, suppliers, and clients.

  21. Executive Support:

  22. Provide general support to the GM during external meetings.

  23. Organize and maintain the GM's diary and make appointments.
  24. Deal with GM's requests efficiently and in a timely manner.
  25. Ensure that decisions and actions are followed through to completion.
  26. Process GM's expenses and prepare expense reports.
  27. Coordinate with other staff members to ensure consistent support to the GM.
  28. Manage special projects as assigned.
  29. Prioritize and filter communications and requests to ensure the GM focuses on high-priority tasks.
  30. Prepare summary reports of meetings and follow up on action items to ensure they are completed in a timely manner.

  31. Personal Tasks:

  32. Manage personal appointments and travel arrangements for the GM.

  33. Handle confidential personal matters.
  34. Assist with personal errands as needed.
  35. Coordinate family-related appointments and activities as necessary.
  36. Ensure personal projects are completed on time and managed well.
  37. Communicate with family members and other personal contacts on behalf of the GM as required.
  38. Oversee household management tasks when necessary.
  39. Attend personal functions with or on behalf of the GM when required.
  40. Manage ad hoc personal tasks or projects.

Other Responsibilities

Qualifications

  • Proven experience as a Personal Assistant or similar administrative role.
  • Bachelor's degree in Business Administration or related field.
  • Proficiency in English, Hiligaynon, and Tagalog.
  • Exceptional written and oral communication skills.
  • Excellent word processing and IT skills, including proficiency in MS Office.
  • Strong organizational and time-management abilities.
  • Flexibility and adaptability in a dynamic environment.
  • Professional discretion and ability to handle sensitive information with integrity.
  • Good research skills and attention to detail.
  • Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.

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