
Executive Support Specialist
3 days ago
Provide administrative support to Core executives through maintaining the executives' calendar, facilitating travel arrangements, preparing of required/assigned reports, routing of checks and documents for signature, billings for processing, and securing of confidential information of the executive's office.
Responsibilities
Calendar and Meetings Management Assistance
- Create and maintain the Executive's appointment calendar by providing lead assistance in the planning and scheduling of meetings, travel/ conferences, visits and teleconferences to ensure that schedules do not overlap and aid in the efficient time management of the Executive.
- Advise the Executive of the appointment to ensure that the schedules are attended promptly and make necessary follow-through if needed.
- Ensure that materials, venue and other required logistics are in order prior to the meeting.
- Take minutes of the meetings and ensure that meeting attendees have a copy of the minutes so that everyone concerned are made aware of their accountabilities prior to the next meetings.
- Collates, prepares presentation materials and takes minutes of the Departmental and external meetings.
Processes Expense Reports, Liquidations, Reimbursements, Cash Advances, Credit Card
- Gathers all receipts, ensures details on the receipts are complete and not expired.
- Prepares LRF report with the attached receipts and approved TACAR.
- Ensures the LRF report is verified before submitting for final approval.
- Submits to Accounting for processing.
- Updates expense monitoring file for documentation.
- Track and submit expenses for reimbursement or payment requisition and adheres to monthly deadlines
Travel / Logistics Assistance
- Gathers travel details such as flight schedule, service vehicle, and hotel accommodation of executive. Can arrange complex domestic and international transportation, accommodation and itineraries.
- Books flight and accommodation, request transportation as needed.
- Processes TACAR.
- Requests Travel fund if needed.
- Secures travel requirements.
- Updates travel monitoring file.
Processing Expense Reports
- Process expense reports and variances
Correspondence Management
- Ensure that all documents requiring approval are signed as scheduled and documents are routed promptly and appropriately.
- Exercise high level of reliability, discretion, prudence and common sense in handling confidentiality and sensitive documents/issues.
- Prepare or amend simple correspondences or documents, collate and/or print documents for meetings, and transcribe short recordings of meeting and making sure all action items from every meeting are documented.
Document Management
- Handle files for the office of the executives and sees to it that these are systematic, and that the retrieval of the required documents can be done efficiently.
- Maintains proper monitoring/recording of all documents of assigned Executives.
- Create and proof reads presentations, reports, spreadsheets and other documents for the CCO.
Event Management
- Manages all aspects of event planning, meets deadlines and budget demands.
Job Qualifications
- Bachelor's Degree in Business or equivalent
- At least 5 years' experience as an Executive Assistant for top management
- Proficient in Microsoft Office especially Excel and Power Point
- Well-organized, detail-oriented, ability to multi-task with great follow-up skills
- Strong written and verbal communication skills
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