Executive and Personal Affairs Assistant

Position Title: Executive Affairs Officer

Department: Executive Office / Residential

Reports To: CEO/President and VP

Work Location: CEO/President’s Residence

Position Summary:

The Executive Affairs Officer is responsible for providing comprehensive administrative, personal, family, household, travel, property, and financial coordination support to the CEO/President and his family. The position serves as a trusted and highly organized point person for the day-to-day management and coordination of the family’s personal affairs, schedules, travel arrangements, household requirements, family activities, properties, vehicles, household staff, payments, and other personal administrative matters. The role requires a high level of confidentiality, discretion, integrity, initiative, attention to detail, and reliability, as the position will have access to sensitive personal, financial, family, and business-related information.

KEY RESPONSIBILITIES:

A.  Executive and Personal Assistance

• Manage and coordinate the CEO/President’s personal schedule, appointments, commitments, and activities.
• Handle personal errands and administrative requests of the CEO/President.
• Coordinate personal appointments, reservations, meetings, and engagements.
• Assist in organizing personal-related travel requirements.
• Anticipate the CEO/President’s personal needs and proactively coordinate necessary arrangements.
• Maintain organized records of personal schedules, commitments, documents, and important dates.
• Handle sensitive and confidential information with utmost discretion.

B.  Travel and Transportation Management

• Arrange domestic and international travel plans, including:

  • Airline bookings
  • Hotel accommodations
  • Ground transportation
  • Airport transfers
  • Visa requirements
  • Travel insurance
  • Itineraries

• Restaurant and activity reservations, when required

• Prepare comprehensive travel itineraries and supporting documents.

• Coordinate changes, cancellations, rebooking, and other travel-related concerns.

• Coordinate transportation requirements for the CEO, family members, and guests.

• Ensure drivers are properly scheduled for airport transfers, personal appointments, school activities, and other commitments.

C.  Family and Children’s Affairs

• Manage and coordinate schedules and appointments of family members and children.
• Coordinate children’s school activities, appointments, events, extracurricular activities, and other commitments.
• Monitor school-related requirements, payments, activities, and deadlines.
• Coordinate transportation and driver requirements for children’s activities.
• Assist in arranging supplies, materials, uniforms, activities, and other family requirements.
• Maintain an updated family calendar to ensure all schedules and commitments are properly coordinated.

D.  Household Administration

• Coordinate the day-to-day administrative requirements of the household.
• Manage grocery, market, household supplies, and other household purchases.
• Monitor household inventory and ensure essential supplies are replenished on time.
• Coordinate payment of household utilities, bills, subscriptions, and other recurring expenses.
• Maintain proper records of household expenses and payments.
• Manage household petty cash and ensure proper documentation of all disbursements.
• Coordinate household repairs, maintenance, service providers, and other requirements.

E.  Household Staff Administration

• Prepare and maintain payslips and payment records for household helpers.
• Coordinate monthly government remittances and related compliance requirements for household staff, including SSS, Pag-IBIG, and PhilHealth.
• Maintain accurate records of household staff schedules, compensation, benefits, and other administrative matters.
• Coordinate day-to-day operations of Kasambahays and Yayas
• Coordinate schedules, assignments, overtime, official business, and other requirements of household drivers.
• Monitor and manage driver-related petty cash and expense documentation.
• Coordinate with household staff to ensure assigned responsibilities and schedules are properly carried out.

F. Property and Maintenance Management

• Monitor the maintenance schedules of the residence and other family properties.

• Coordinate preventive maintenance and servicing of:

  • Air-conditioning units
  • Pest control
  • Plumbing and electrical requirements
  • Appliances
  • Other household equipment and facilities

• Maintain a calendar of recurring maintenance requirements.

• Coordinate with contractors, suppliers, technicians, and service providers.

• Monitor annual property dues, association dues, real property taxes/amilyar, and other property-related obligations.

• Maintain organized records of property-related payments and documents.

G.  Vehicle Administration

• Monitor vehicle registration renewal schedules.
• Coordinate vehicle insurance renewal and related requirements.
• Maintain records of vehicle documents, insurance policies, registration, and other important information.
• Coordinate preventive maintenance and servicing schedules, when required.
• Coordinate with drivers regarding vehicle-related requirements and documentation.
• Ensure that renewal deadlines and vehicle-related obligations are monitored and completed on time.

H.  Financial and Expense Administration

• Maintain and monitor petty cash for household and personal expenses.
• Record, organize, and reconcile household-related expenses.
• Summarize and monitor personal and family credit card expenses.
• Prepare periodic expense summaries for the CEO/President’s review.
• Coordinate payment of personal, household, property, vehicle, and family-related expenses.
• Maintain proper supporting documents and receipts for all expenses.
• Monitor recurring payments and ensure that no important payment or renewal deadline is missed.
• Coordinate with accounting, banks, financial institutions, or authorized representatives when required.
• Assist in monitoring investments and maintaining organized records of investment-related information, transactions, and schedules, as authorized by the CEO/President.

I.  Family Office and Administrative Coordination

• Maintain an organized master calendar covering the CEO/President, spouse, children, household, drivers, properties, travel, and important deadlines.

• Maintain a centralized tracker for:

  • Bills and payments
  • Insurance renewals
  • Vehicle registration
  • Property dues and taxes
  • School payments
  • Household staff requirements
  • Maintenance schedules
  • Travel arrangements
  • Important family dates

• Coordinate with external service providers, schools, banks, insurance companies, government agencies, property administrators, and other relevant parties.

• Follow up on pending personal and family-related matters until completion.

• Provide regular status updates to the CEO/President.

J.  Confidentiality, Security and Professional Conduct

• Maintain strict confidentiality over all personal, family, financial, business, travel, and household information.
• Exercise sound judgment when handling sensitive documents, conversations, transactions, and requests.
• Do not disclose personal or family information to unauthorized individuals.
• Maintain professional boundaries and appropriate conduct when dealing with household staff, suppliers, service providers, and third parties.
• Protect documents, keys, access information, personal records, and other sensitive materials entrusted to the position.
• Immediately report unusual, sensitive, or potentially significant concerns to the CEO/President.

QUALIFICATIONS

Educational Requirements

• Bachelor’s degree in Business Administration, Management, Office Administration, Hospitality Management, Accounting, Finance, or a related field preferred.
• Candidates with relevant extensive experience in executive assistance, private household management, family office administration, or personal affairs management may also be considered.

Experience

• At least 3–5 years of experience in any of the following:

  • Personal Assistant
  • Executive Secretary
  • Family Office Assistant
  • Private Office Assistant
  • Household/Family Affairs Manager
  • Administrative Officer
  • Executive Concierge
  • Similar high-trust administrative role

• Experience working directly with executives, business owners, principals, or high-level families is highly preferred.

• Experience handling travel arrangements, household administration, financial documentation, or family schedules is an advantage.

Technical Competencies

• Excellent knowledge of Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Proficient in using Google Workspace and calendar management tools.
• Strong ability to maintain trackers, schedules, expense records, and administrative databases.
• Basic understanding of household financial management and expense reconciliation.
• Familiarity with government remittance processes such as SSS, Pag-IBIG, and PhilHealth is an advantage.
• Strong documentation and record-keeping skills.
• Comfortable coordinating online bookings, travel platforms, payment systems, and service providers.

Core Competencies

1. Highly Trustworthy and Discreet

• Must demonstrate exceptional integrity and the ability to handle confidential family, financial, and personal information.

1. Highly Organized

• Able to manage multiple schedules, deadlines, payments, activities, and requirements simultaneously.

1. Detail-Oriented

• Must be meticulous with dates, payments, documents, receipts, bookings, renewals, and schedules.

1. Proactive and Anticipatory

• Should not simply wait for instructions. Must be able to anticipate upcoming requirements and address them before they become urgent.

1. Excellent Follow-Through

• Must consistently monitor pending matters until completion and provide timely updates.

1. Strong Communication Skills

• Able to communicate professionally with family members, executives, schools, suppliers, banks, government agencies, drivers, household staff, and service providers.

1. Resourceful and Problem-Solving

• Able to quickly find solutions to unexpected travel, household, family, scheduling, or administrative concerns.

1. Financially Responsible

• Must be capable of handling petty cash, household expenses, payments, receipts, and expense reports with accuracy and accountability.

1. Flexible and Service-Oriented

• Must be willing to accommodate changing schedules and urgent personal or family requirements when necessary.

1. Mature and Professional

• Must demonstrate sound judgment, emotional maturity, discretion, and professionalism at all times.

PERSONAL ATTRIBUTES

• Trustworthy
• Discreet
• Dependable
• Highly organized
• Proactive
• Detail-oriented
• Resourceful
• Financially responsible
• Calm under pressure
• Flexible
• Service-oriented
• Professional
• Mature
• Respectful of privacy and boundaries

Preferred Additional Qualifications

• Valid driver’s license is an advantage.
• Willingness to travel when required.
• Willingness to work at the CEO/President’s residence/private office.
• Experience working with private families or high-net-worth individuals is an advantage.
• Strong network of reliable suppliers and service providers is an advantage.
• Ability to work independently with minimal supervision.