Executive Assistant

Work Schedule: 6 days a week | Shifting Schedule (No Night Shift) Location: 61 C, Roosevelt Ave, Santa Cruz, Quezon City, 1104 Metro Manila

COMPANY BENEFITS
Performance Based Incentives:

• Travel Incentives: Opportunities to visit dream destinations like Europe, Korea, Japan, and more!
• Condo Incentives
• Career Growth:  Guaranteed salary adjustments based on performance evaluations (SEMI-ANNUAL)

Upon Regularization:

• Comprehensive Healthcare: HMO coverage upon regularization (plus dependent coverage after year 1)
• Annual Bonus: 1 year from regularization.
• 13th month Pay.
• LEAVES: 5 SL, 5 VL

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Executive Assistant

Job Summary:

The Executive Assistant fulfills a critical dual-function role, providing high-level, confidential administrative support to senior executive leadership while orchestrating corporate event strategies. The Executive Assistant function requires predictive calendar management, seamless operational coordination, and sophisticated communication handling to maximize executive efficiency. The event management function requires end-to-end oversight of corporate functions, industry expositions, and internal engagement initiatives. This position demands exceptional organizational acumen, absolute discretion, and a proactive approach to cultivating a positive corporate culture.

Core Responsibilities

1. Executive Support & Administrative Governance

• Calendar Architecture: Manage complex, fluid calendars by vetting, prioritizing, and scheduling appointments, high-stakes meetings, and professional engagements.
• Meeting Lifecycle Management: Formulate comprehensive agendas, dispatch formal invitations, capture detailed minutes, and systematically track post-meeting deliverables.
• Corporate Correspondence: Draft, proofread, and finalize high-stakes correspondence, official memorandums, and sensitive emails on behalf of senior management.
• Advanced Document Control: Develop sophisticated technical reports, data models, and presentation decks utilizing Microsoft Office Suite (Excel and PowerPoint).
• Information Architecture: Establish and audit secure digital and physical filing systems to ensure rapid document retrieval and regulatory compliance.
• Communication Triaging: Serve as the primary gatekeeper for incoming telecommunications and digital inquiries, assessing urgency and routing appropriately.
• Additional Task: May be assigned to other related tasks.

2. Strategic Personal Assistance

• Priority Tracking: Implement robust task-management frameworks to monitor pending executive commitments and enforce critical deadlines.
• Global Mobility Management: Coordinate intricate domestic and international travel portfolios, securing flights, lodging, ground transport, and visas.
• Itinerary Optimization: Synthesize granular, time-blocked travel itineraries that account for time zone shifts, meeting prep time, and contingencies.
• Discretion & Privacy Maintenance: Exercise flawless judgment when handling highly sensitive personnel records, strategic business plans, and financial files.
• Personal Liaison Support: Coordinate high-priority personal appointments and external engagements to safeguard the executive’s professional workflow.

3. End-to-End Corporate Event Management

• Strategic Event Lifecycle: Conceptualize, budget, plan, and execute high-impact corporate events, including travel expos, educational seminars, and conferences.
• Culture & Engagement Initiatives: Design and launch employee appreciation galas, structured team building activities, and corporate retreats to boost morale.
• Logistical Operations: Source, negotiate with, and manage third-party vendors, caterers, AV technicians, and venue personnel.
• On-Site Command: Direct all day-of event operations, managing registrations, guest relations, scheduling timelines, and rapid conflict resolution.
• Post-Event Analysis: Conduct stakeholder debriefs, compile feedback surveys, and generate financial reconciliation reports to measure event ROI.

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Qualifications:

• Bachelor’s degree in Business Administration or related field
• FRESH GRADUATE WITH STRONG EXPERIENCE IN DOCUMENTATION AND EVENTS MAY APPLY
• Proven experience as an Executive Assistant
• Excellent organizational and time-management skills
• Event Planning & Project Management
• Strong written and verbal communication skills
• Detail-oriented and proactive
• High level of professionalism and confidentiality
• Proficient in Microsoft Office (specially Excel for creating a reports)