Executive Administrator

2 days ago

Manila, National Capital Region, Philippines Rippedboxstation Full time ₱30,000 - ₱60,000 per year


Position: Executive Administrator

Number of hours: 40 Hrs/week

Tasks required:

Scheduling and Calendar Management:

Review incoming emails daily, flag urgent items and draft CEO responses for approval.

Route and delegate emails with clear instructions and timelines.

Maintain and update CEO calendar; eliminate conflicts and circulate confirmed invites.

Prepare meeting agendas, briefing packs and track follow-ups/action items.

Travel Coordination:

Research and book flights, hotels, visas and local transport; compare quotes and confirm bookings.

Prepare full trip itineraries and conference briefing packs.

Coordinate event participation, registration, passes and marketing collateral (cards, bags, pens).

Budgeting & Financial Analysis:

Manage GCPW user provisioning, device policies, credential syncs, BitLocker keys and login troubleshooting.

Maintain change logs, manage password/device inventories and perform offboarding data migration/backups.

Set up email routing for leave/operations and provide first-line technical support to the team.

IT & Systems Administration:

Ensure compliance with financial regulations and company policies.

Assist in internal and external audits by preparing necessary documentation.

Maintain confidentiality of financial and business information.

Marketing & Brand:

Maintain and update LinkedIn/company profiles; post CEO-approved achievements.

Liaise with design/video vendors; review creatives; create quick assets in Canva/Napkin.

Prepare company/leadership profiles and coordinate event marketing collateral.

People & HR Support:

Shortlist and schedule interviews; manage candidate communications.

Plan team engagement activities and maintain vendor lists.

Listen to team concerns, triage escalations and coordinate with HR/department heads.

Legal & Contracts:

Review operational agreements for compliance and risk exposure.

Draft simple contracts from templates and manage a contract template library.

Escalate complex matters to legal counsel with concise summaries.

Operations & Admin:

Coordinate liability insurance and permit renewals (e.g., RTA advertising permit).

Build and maintain JotForm automations, SOPs and quick-reference guides.

Translate management objectives into clear deliverables for back-office teams and act as escalation point.

CEO Support & Confidentiality:

Anticipate CEO needs; act as first point of contact when CEO is unavailable.

Screen and summarize incoming information; escalate only what requires CEO attention.

Handle sensitive documents and conversations with absolute discretion.

Preferred Qualifications:

Graduate specialized in Ms office, Calendar Management, Organization and Multitasking software, applications etc. having knowledge of all admin. activities.

Requirements:

Female Candidate between 35-40 years age

Excellent Communication Skills

Excellent Follow-up Skills

Polite and balanced temperament

Tech Savvy - aware about various tools available for increased productivity

Time-management skills

Attention to detail

Organization skills

Ability to multitask and prioritize tasks


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