Executive Secretary to VP

2 weeks ago

Manila, National Capital Region, Philippines ADDMORE Services LLC Full time ₱500,000 - ₱1,000,000 per year

We are looking for an Executive Secretary to the Vice President (AEC Subcontractor Group).

Key Responsibilities:

  • Calendar & Meeting Management.
  • Maintain and optimize the VPs calendar across time zones and project schedules.
  • Schedule and coordinate meetings with internal teams, clients, and subcontractors.
  • Prepare agendas, take minutes, and follow up on action items.
  • Draft, proofread, and manage professional correspondence, reports, and memos.
  • Handle confidential communications with discretion.
  • Liaise with legal, compliance, and finance teams on behalf of the VP.
  • Assist in tracking bid submissions, proposal deadlines, and compliance documentation.
  • Organize Dropbox folders and shared drives for subcontractor collaboration.
  • Support DocuSign workflows and contract execution processes.
  • Arrange travel, accommodations, and site visits for the VP and key personnel.
  • Coordinate logistics for industry events, conferences, and client meetings.
  • Manage expense reports, vendor invoices, and budget tracking.
  • Maintain office supplies and coordinate with procurement teams.
  • Support onboarding of new subcontractor partners and staff

Qualifications:

  • Proven experience as an Executive Secretary, Executive Assistant, or similar role.
  • Familiarity with AEC industry terminology and workflows.
  • Proficiency in Microsoft Office Suite, Dropbox, DocuSign, and project management tools.
  • Excellent written and verbal communication skills.
  • Strong organizational and multitasking abilities.
  • Discretion and professionalism in handling sensitive information.

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