Executive Assistant

JOB PURPOSE

Provide full assistance to Executives by undertaking administrative & support duties.

JOB DUTIES AND RESPONSIBILITIES

• Record and maintain the executive’s appointment schedule by planning, scheduling, and organizing meetings, conferences, teleconferences, and travel.
• Organize meetings and assemblies by coordinating and monitoring of reservations and other related matters.
• Assist in the executive’s day to day needs.
• Keep an organized record of documentation signed by the executive.
• Prepare travel itineraries, secure visas and travel documents, hotels, secure travel tickets or transportation requirements of executives for business trips.  Facilitate seat reservations, check in and other special requirements.
• Facilitate renewals and secure all necessary documentation and IDs for the executive.
• Facilitates travel agency billings.
• Acts as liaison between executives and other department heads and managers.
• Review and organize all documents for approval of the executives.
• Monitor and upkeep inventory of supplies and equipment.
• Facilitate international travel for the company.
• Prepare payments, reimbursements, cash advances and liquidations of the executive office.
• Handle incoming and outgoing communications.
• Coordinate with other subsidiaries as needed.
• Perform other tasks and activities assigned.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work is normally performed in a typical interior/office work environment. (ON-SITE SETUP IN BALINTAWAK, QC)
• Work hours follow the Executive’s schedule.
• Very limited exposure to physical risk.
• Occasionally must do field work or travel.
• Reachable 24/7.

QUALIFICATIONS

• Bachelor's Degree (College Graduate).
• With at least 3 years relevant experience in office administration, supporting executive level.
• Willing to work ON-SITE in Balintawak, Quezon City.
• With understanding of corporate terminologies.
• Knowledgeable in providing effective administrative and personal support.
• Excellent in record keeping and updating.
• Proficient with Microsoft office, common social media apps, and use of the internet.
• Knowledge of personalities relevant to business or fashion retail.
• Excellent at planning and organizing.
• Good written and verbal English communication skills, particular in business communication.
• Good analytical skills and detail orientation.
• Very resourceful and efficient in delivering required work on time.
• Basic telephone, text, email handling skills.
• Able to use technologies/equipment used by the executive.
• Fast learner.
• Able to establish and maintain positive working relationships with others both internally and externally.
• Confident and positive work attitude.
• Strong work ethic and service orientation.
• Adheres to need for high quality work output.