Executive Assistant

GENERAL JOB DESCRIPTION:

He/she shall provide executive support, serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

DUTIES AND RESPONSIBILITIES:

The following reflects management's definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.

Executive Support

1. Assists the President with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence and agendas and compiling documents for meetings.

2. Prepares reports, letter of solicitations, proposals, compliance reports; prepares and coordinates oral and written communications with donors and potential clients.

3. Prepares and distributes President and Board Memoranda to concerned departments.

4. Plans, coordinates and ensures the President's schedule is followed and respected. Provides the "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President's time.

5. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

6. Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior staff.

7. Works closely and effectively with the President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

8. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

9. Serves as project manager on strategic initiatives and projects, as directed by the President, in support of the mission of TPMC.

10. Spearheads major company activities/events such as stockholders' meeting, anniversary, annual Christmas Party, and other official celebrations.

11. Manages and monitors the social media accounts of TPMC.

12. Prepares and submits documents for bank requirements and update of signatories.

13. Prepares and submits General Information Sheet to the Securities and Exchange Commission

14. Performs other tasks when the needs arise.

Board Support and Liaison

1. Serves as the President's administrative liaison to the board of directors.

2. Coordinates Executive, Legal, Finance and Audit Committee meetings and conferences both on and off-site to support the agenda.

3. Maintains discretion and confidentiality in relationships with all board members.

4. Adheres to applicable rules and regulations in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

5. Maintains records of the Board of Directors, including minutes, by-laws,member bios and board commitment forms.

6. Performs other tasks when the needs arise.

Stockholder and Data Management

1. Arranges meetings with stockholders on behalf of the President.

2. Uses stockholder databases to provide reporting and analysis to President and management to support strategic decision-making.

3. Facilitates inquiries, prepare stockholder's application, prepare ID cards and stock certificates, and documents related to share transfer.

4. Updates files and other related documents of Stockholders and its dependents.

5. Performs other tasks when the needs arise.

GENERAL QUALIFICATIONS STANDARD:

• Candidate must possess at least Bachelor's/College Degree in any field.

• Minimum of 3-5 relevant experience performing variety of administrative support functions in hospital/medical field.

• Comprehensive ability to effectively utilize computer, peripherals, related word processing, spreadsheet, various photo editor , and database management programs.

• Excellent verbal and written communications skills.

• Ability to constructively deal with conflict and afford effective resolutions.

• Results-driven attitude & self-directed with the ability to work with minimal supervision.

• Entrepreneurial, collaborative, strategic thinker with excellent project management skills and ability to prioritize and plan.

Required Skill (s): Very good knowledge in MS Office Suite; excellent oral and written communication skills; interpersonal skills; planning & organizational skills; and leadership skills.

Job Types: Full-time, Permanent

Pay: Php18, Php20,500.00 per month

Benefits:

• On-site parking

Ability to commute/relocate:

• Parañaque City: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Executive Assistant: 1 year (Preferred)

Language:

• English (Preferred)

Work Location: In person