Executive Support Specialist

1 day ago

Cebu City, Central Visayas, Philippines Vivant Corporation Full time $40,000 - $80,000 per year

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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