Executive Assistant  

• Assists and acts in confidential capacity to the Managing Director/President in providing advanced and diversified executive support and managing the overall operation of the executive office.
• Anticipates matters to be attended to by the MD/President and advises procedure as required.
• Manages and controls the MD/President’s calendar as well as the affiliate’s annual business calendar, and distributes updates to internal stakeholders on a periodic basis.
• Processes all correspondences emanating from the President ensuring all correspondences are responded to.
• Attends management meetings, and transcribes and circulates minutes.
• Makes extensive local and international travel arrangements and sets up travel essentials for the President.
• Receives and screens visitors, phone calls and mails.
• Acts as executive office representative to cross-functional meetings, as necessary (Sales & Marketing meeting, level 10 meeting, etc.)
• Represents the President and demonstrates influence and confidence but with utmost discretion when dealing with clients, and internal and external stakeholders.
• Plans, organizes, and manages on-site and off-site meetings and conferences such as monthly operations review, Management Team meetings, and Executive Management Team conferences.
• Develops itinerary and agenda by liaising with functional and/or affiliate heads, and circulates the final agenda, itinerary and logistics details to all participants.
• Arranges VIP airport meet and greet, chauffer services, hotel accommodation, dinner and social gatherings, catering, and venue setup.
• Secures audiovisual equipment and other IT-related requirements.
• Coordinates and sets up high-level teleconference and videoconference calls.
• Makes annual budget proposals and monitors the expenditures of the Office of the President/CEO to ensure compliance with the approved budget.
• Maintains records of subsequent budgetary expenditures and applies it to the appropriate charge accounts.
• Negotiates pricing agreements with relevant suppliers for goods and services specifically for the President, creates purchase requests, and liaise approval routing.
• Prepares and maintains the President’s expense report.
• Completes projects and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem solving, and making adjustments to plans.
• Exercises administrative supervision over staff by coordinating work assignments.
• Provides assistance in all of the President/CEO’s personal activities (e.g. matters concerning BSM, household, family, etc.)
• Answers phone inquiries.
• Submits all relevant reports on time
• Performs works according to established policies and professional standards and ensures strict adherence to safety protocols, procedures and standards
• Other tasks to be assigned by the superior/ management.

• Graduate of any 4-year course, with a Degree preferably in Business Administration, Industrial Engineering or any other business-related courses.
• Preferably with background in sales

Minimum Experience:

• With at least three (3) years work experience in executive and personal assistant or equivalent.

Job-Specific Skills:

• Strong written, verbal, analytical, and presentation skills
• Strong decision making, administration and organizational skills
• Proficiency in Word, Excel, Access and PowerPoint

Generic Skills:

• Ability to interact effectively with a wide range of staff throughout the company
• Goal getter with a make-it-happen attitude
• Ability to interact effectively with a wide range of staff throughout the company
• Good Attention to details, and able to work with minimal supervision