Executive Secretary

Job Description – Executive Secretary

Position Title:

Executive Secretary

Location:

Clark, Pampanga / Sta. Cruz, Zambales

Reports To:

President / General Manager / Managing Director

Job Summary:

The Executive Secretary provides high-level administrative and clerical support to the company's top executives. This role involves managing schedules, preparing reports, handling confidential documents, coordinating communications, and assisting in executive decision-making by ensuring smooth day-to-day operations.

Key Responsibilities:

• Executive Support & Scheduling
• Manage executive's calendar, appointments, meetings, and travel arrangements.
• Ensure timely reminders and preparation of meeting materials.
• Coordinate and follow up on tasks and decisions made during executive meetings.
• Documentation & Communication
• Draft, review, and prepare letters, memoranda, reports, and presentations.
• Maintain confidentiality in handling sensitive company and executive matters.
• Screen, prioritize, and route communications (calls, emails, correspondences).
• Office & Administrative Functions
• Organize filing systems for confidential and official documents.
• Maintain records, reports, and archives for the executive office.
• Assist in processing permits, contracts, and government-related documents as required.
• Coordination & Representation
• Act as liaison between executives and internal departments or external stakeholders (suppliers, contractors, LGU, DENR, DOLE, etc. for mining-related operations).
• Represent the executive in meetings or events as needed.
• Ensure smooth communication between management and staff.
• Research & Report Preparation
• Gather data and prepare reports required by the executives.
• Monitor deadlines, compliance requirements, and follow up on pending tasks.
• Support in company events, presentations, and official engagements.

Qualifications:

• Graduate of Bachelor's degree in Business Administration, Office Administration, Management, or related field.
• At least 3–5 years of experience as an Executive Secretary, Administrative Assistant, or similar role.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills (English & Filipino; knowledge of Chinese is a plus if working with foreign stakeholders).
• Proficient in MS Office (Word, Excel, PowerPoint); knowledge of office management systems and scheduling tools is an advantage.
• Knowledge of government processes and compliance requirements (permits, contracts, DENR/DOLE coordination for mining industry) is a plus.

Personal Attributes:

• Professional, trustworthy, and highly discreet with confidential matters.
• Strong interpersonal skills and ability to deal with executives, staff, and external contacts.
• Flexible, resourceful, and proactive.
• High attention to detail and accuracy.
• Ability to work independently under pressure and meet deadlines.

Job Types: Full-time, Permanent

Work Location: In person