Job Opportunities in Philippines
September 28, 2024
Webforest Digital Solutions
Cagayan de Oro
OTHER & FULL TIME
Executive Assistant
ob Overview:
The Executive Secretary provides high-level administrative support to top executives, ensuring smooth day-to-day operations of the executive office. This role involves managing schedules, coordinating meetings, handling communications, and overseeing a variety of administrative tasks. The Executive Secretary acts as a key liaison between the executive and internal/external stakeholders, requiring discretion, professionalism, and the ability to handle confidential information.
Key Responsibilities:
Benefits:
The Executive Secretary provides high-level administrative support to top executives, ensuring smooth day-to-day operations of the executive office. This role involves managing schedules, coordinating meetings, handling communications, and overseeing a variety of administrative tasks. The Executive Secretary acts as a key liaison between the executive and internal/external stakeholders, requiring discretion, professionalism, and the ability to handle confidential information.
Key Responsibilities:
- Executive Support:
- Manage and maintain the executive’s daily schedule, including appointments, meetings, conferences, and travel arrangements.
- Prepare and organize documents, reports, and presentations for executive meetings.
- Handle confidential correspondence, communications, and ensure that critical information reaches the executive in a timely manner.
- Take minutes during executive meetings and follow up on action items as required.
- Communication Management:
- Serve as the primary point of contact between the executive and internal/external stakeholders.
- Screen and prioritize incoming calls, emails, and other communications, responding on behalf of the executive when appropriate.
- Draft, review, and edit emails, letters, reports, and other correspondence as directed by the executive.
- Meeting & Event Coordination:
- Organize and coordinate executive meetings, board meetings, and other high-level events.
- Arrange meeting logistics, including venue selection, catering, technology setup, and any special requests.
- Prepare agendas and distribute relevant meeting materials in advance.
- Travel Coordination:
- Organize domestic and international travel plans, including flights, accommodation, transportation, and detailed itineraries.
- Prepare travel expense reports and manage reimbursements.
- Office Administration:
- Manage the filing system for the executive office, ensuring confidential documents are securely stored.
- Monitor and track deadlines, upcoming projects, and key deliverables, reminding the executive of important tasks.
- Assist with special projects or tasks as assigned by the executive, providing research, data analysis, or reports as needed.
- Liaison Duties:
- Maintain a close working relationship with department heads, board members, and other senior staff.
- Represent the executive in meetings or at events when required.
- Act as a gatekeeper to the executive’s time and resources, ensuring efficient use of both.
- Other Duties:
- Perform various personal assistant tasks such as running errands, scheduling personal appointments, and handling private matters discreetly.
- Manage and reconcile expense reports and other financial documentation for the executive’s office.
- Undertake any other administrative duties that may arise.
- Education: Bachelor’s degree in Business Administration, Communications, or a related field (preferred).
- Experience: Minimum of 5 years of experience in an executive assistant or secretary role, preferably supporting senior executives.
- Skills:
- Superior organizational and multitasking skills.
- Strong written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
- Excellent time management and problem-solving skills.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Professional demeanor and ability to interact with senior leadership, board members, and external stakeholders.
- Full-time position, with occasional flexibility needed for events, after-hours meetings, or travel.
- Fast-paced office environment with high expectations for responsiveness and accuracy.
Benefits:
- Company Christmas gift
- Health insurance
- Opportunities for promotion
- 8 hour shift
- Fixed shift
- Holidays
- Overtime
- 13th month salary
- Overtime pay
- Performance bonus
- Yearly bonus
- Executive Assistant: 1 year (Required)
- English (Required)
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