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Executive Assistant to COO

2 weeks ago

Angeles P, Philippines DCD FOODS FRANCHISING CORP Full time

POSITION OVERVIEW

The Executive Assistant (EA) provides high-level administrative support to the executive team by managing documentation, coordinating meetings, preparing reports, and ensuring efficient day-to-day operations. The role also requires familiarity with basic legal and compliance processes to support the company in preparing, reviewing, and organizing legal-related documents.

KEY RESPONSIBILITIES1. Executive Support & Coordination

  • Provide direct administrative support to the COO/Executives.
  • Manage calendars, schedule meetings, and coordinate appointments.
  • Prepare meeting agendas, minutes, and follow-up action trackers.
  • Ensure executives are briefed and fully prepared before all engagements.

2. Documentation & Reporting

  • Draft, review, and organize internal memos, correspondence, and reports.
  • Maintain accurate and complete documentation for executive files.
  • Ensure proper filing, confidentiality, and accessibility of documents.
  • Prepare presentations, summaries, and briefings as required.

3. Meeting & Event Management

  • Organize and manage logistics for internal and external meetings.
  • Record minutes with accurate details of discussions and action items.
  • Coordinate with departments for updates, deliverables, and deadlines.
  • Support planning of executive-level events, conferences, or corporate gatherings.

4. Legal & Compliance Support

  • Assist in the preparation and organization of legal documents such as contracts, agreements, HR files, and government submissions.
  • Coordinate with legal counsel or compliance officers when needed.
  • Ensure deadlines for legal and regulatory requirements are properly tracked.
  • Maintain secure filing of confidential legal documents.

5. Office & Administrative Support

  • Monitor executive communications (emails, calls, letters).
  • Handle travel arrangements, accommodations, and itineraries.
  • Support in procurement of office items for executive use.
  • Perform other tasks assigned by the management.

QUALIFICATIONS

  • Bachelor's degree in Business Administration, Office Management, Legal Management, or equivalent.
  • At least 1–3 years of experience as an Executive Assistant or in an administrative support role.
  • Strong documentation skills with high attention to detail.
  • Experience in handling legal or compliance documents is an advantage.
  • Excellent written and verbal communication skills.
  • Proficient in MS Office (Word, Excel, PowerPoint) and email management.
  • Strong organizational and time-management skills.
  • Ability to handle confidential information with professionalism and integrity.
  • Can work under pressure and manage multiple tasks at a time.

Job Types: Full-time, Permanent

Pay: Php25, Php30,000.00 per month

Work Location: In person