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Executive Assistant/Operations

3 hours ago

Quezon City, National Capital Region, Philippines Private Advertiser Full time

ARTA Design is looking for an Executive Assistant/Operations that will provide high-level administrative and operational support to the organization, ensuring smooth coordination across internal departments, external vendors, and government agencies. The role encompasses HR administration, sourcing, vendor liaison, and government coordination, supporting both operational efficiency and compliance. The ideal candidate is highly organized, detail-oriented, and capable of handling multiple responsibilities with discretion and professionalism.

Key Responsibilities

1. Administrative Support

  • Provide executive-level administrative assistance, including scheduling, correspondence, and record management.
  • Prepare reports, presentations, and official communications for management.
  • Maintain filing systems, databases, and document control in compliance with company policies.
  • Assist in basic social media posting (content provided)
  • Maintain project schedules and internal calendars

2. Human Resources (HR) Responsibilities

  • Assist in recruitment activities, including job postings, screening, and interview coordination.
  • Maintain employee records, attendance, and HR documentation.
  • Coordinate payroll, benefits, and leave administration in collaboration with the finance team.
  • Track permits, contracts, and renewals

3. Sourcing & Procurement

  • Identify, evaluate, and source suppliers or service providers for company projects.
  • Obtain quotations, negotiate terms, and maintain procurement records.
  • Monitor inventory, materials, and services to ensure timely availability.

4. Vendor Management

  • Serve as the primary point of contact for vendors and contractors.
  • Maintain vendor records, agreements, and performance evaluations.
  • Coordinate vendor deliveries, invoicing, and contract compliance.
Qualifications & Skills
  • Bachelor's degree in Business Administration, Management, or a related field.
  • 2 years+ of experience in administrative support, procurement, or vendor coordination.
  • Knowledge of government procedures, permits, and compliance requirements.
  • Strong organizational, communication, and negotiation skills.
  • Proficiency in Microsoft Office Suite and office management software.
  • Ability to work independently, handle confidential information, and manage multiple tasks simultaneously.