Executive Assistant

We are seeking a highly organized and strategic professional to provide high-level executive support while actively contributing to corporate planning, regulatory compliance, and government liaison. This dual role requires exceptional documentation skills, the ability to coordinate with government institutions, and a strong capacity to bridge operational execution with long-term corporate goals.

Key Responsibilities:

Executive Support

• Manage the executive's complex calendar, travel arrangements, and correspondence.
• Prepare meeting agendas, minutes, presentations, and track action items.
• Coordinate board meetings, off-sites, and leadership retreats.
• Serve as a primary point of contact between the executive and internal/external stakeholders.

Corporate Planning Support

• Assist in developing, tracking, and updating the company's strategic plan, OKRs, and KPIs.
• Conduct market research, competitor analysis, and trend forecasting.
• Consolidate departmental reports and prepare performance dashboards.
• Support annual budgeting and planning cycles, including timeline management.

Documentation & Records Management

• Maintain excellent documentation skills - organize, format, version-control, and securely store all corporate plans, policies, board resolutions, contracts, and strategic reports.
• Establish and maintain a centralized document management system (physical and digital).
• Ensure documentation complies with internal audit standards and regulatory requirements.
• Draft, review, and proofread official correspondence, memos, and procedural manuals.

Government Liason & Compliance

• Liase with government institutions (e.g., SEC, BIR, LGU, DTI, PEZA, DOLE), on permits, licenses, registrations, and reportorial requirements.
• Monitor regulatory deadlines and ensure timely submission of compliance documents.
• Facilitate the endorsement, notarization, and authentication of legal and corporate documents.
• Coordinate with legal or external counsel on government-related filings and inquiries.
• Represent the executive office in routine government transactions as unauthorized.

Qualifications:

Education and Experience

• Bachelor's degree in Business Administration, Public Administration, Legal Management, or related field.
• 3-5 years of experience as an Executive Assistant, Corporate Planning Officer, Compliance Associate, or similar role.

Documentation and Administrative Skills

• Excellent documentation skills - including drafting, formatting, version control, indexing, and archiving.
• Proficiency in document management systems (SharePoint, Google Drive, or similar).
• Strong attention to detail and ability to produce audit-ready records.

Government Liason Skills

• Demonstrated experience liaising with government agencies (e.g., SEC, BIR, LGU, PEZA).
• Knowledge of business permit renewals, regulatory filings, and legal documentation processes.
• Familiarity with basic legal or notarial requirements for corporate documents.

Technical and Soft Skills

• Advanced MS Office (Excel, PowerPoint, Word) and Google Workspace.
• Project management tools (Asana, Trello, Jira) is a plus.
• Strong analytical, communication, and problem-solving abilities.
• High level of discretion, integrity, and professionalism.

Key Performance Indicators (KPIs):

• Timely submission of government-mandated reports (zero late or missed filings).
• 100% accuracy and completeness of corporate documentation and version control.
• Positive stakeholder feedback on meeting minutes, reports, and action item tracking.
• Efficient processing of permits and licenses without operational delays.