Executive Assistant

1.  Job Summary

Performs Executive Assistant plans, tasks, and documentation to provide renewable energy (RE) solutions for customers. Works under defined strategic directions, operational tactics, and programs/initiatives aligned with the Company’s objectives in the following key functional areas:

·       Strategy Formulation & Planning Support

·       Integration & Alignment of Strategic Plans

·       Performance Management Support

·       Support Services & Executive Office Operations

·       Project & Operations Support

·       Office Administration & Vendor Management

2.  General Responsibilities

STRATEGY FORMULATION & PLANNING SUPPORT

1.      Support annual business planning, budgeting, and Objectives and Key Results (OKRs) for Operations; consolidate inputs from Project Management, Design & Engineering, Quality Assurance & Quality Control, Operations & Maintenance, and Commercial Services.

2.      Prepare executive briefs, decks, talking points, and decision memos for COO, and ManCom.

3.      Conduct research and special studies (e.g., regulatory updates from DOE, ERC; market scans; competitor moves) to inform COO decisions.

4.      Maintain the COO initiative roadmap and track value/impact metrics.

INTEGRATION & ALIGNMENT OF STRATEGIC PLANS

1.      Orchestrate the annual/quarterly planning cadence; communicate planning frameworks and timelines to functional leaders and vendors/consultants.

2.      Coordinate the ManCom/operations review calendar—own agenda, pre‑reads, minutes, and action trackers; ensure agreed decisions are cascaded with clear owners and SLAs (service‑level agreements).

3.      Build and maintain a central milestone/risk dashboard (Excel/Power BI) covering EPC delivery, O&M performance, safety, cost, and customer metrics.

4.      Liaise with Meralco group counterparts and external partners to align dependencies and approvals.

PERFORMANCE MANAGEMENT SUPPORT

1.      Consolidate and validate weekly/monthly COO scorecards (safety, quality, cost, delivery, time‑to‑energize, time‑to‑repair, customer escalations); flag variances and proposed countermeasures.

2.      Participate in the design and refinement of performance measures, standards, and data definitions (QMS – Quality Management System alignment).

3.      Prepare concise executive reports and narratives for ManCom, Board, and group submissions with a high standard of accuracy and timeliness.

SUPPORT SERVICES & EXECUTIVE OFFICE OPERATIONS

1.      Manage the COO’s calendar, inbox triage, correspondence, travel/logistics, and stakeholder engagements; exercise professional gatekeeping and prioritization.

2.      Draft, review, and route memos, letters, and simple agreements/MOAs for COO signature; coordinate with Legal and Finance on compliance and routing.

3.      Provide front‑line assistance on critical inquiries and customer escalations in coordination with Commercial Services, Project Managers, QAQC, and O&M; document incident summaries and response actions.

4.      Handle confidential information in line with the Data Privacy Act (DPA) and company policy; uphold high standards of discretion and ethics.

PROJECT & OPERATIONS SUPPORT

1.      Track project portfolio and maintain RAID logs (Risks, Assumptions, Issues, Dependencies) with Project Managers; escalate blockers to the COO with solution options.

2.      Monitor critical procurement (PR/PO) status and logistics for high‑risk items; coordinate cross‑functionally to de‑bottleneck.

3.      Coordinate readiness for audits and site reviews (e.g., HSE – Health, Safety, and Environment; QMS/ISO) with documentation and pre‑read compilation.

4.      Represent the COO in meetings when delegated and provide timely, structured readouts and action registers.

OFFICE ADMINISTRATION & VENDOR MANAGEMENT

1.      Track OPEX for the Office of the COO; monitor budget vs. actuals and basic vendor invoices for consultants/advisers.

2.      Maintain document repositories (SharePoint/Teams) and knowledge bases for continuity and auditability.

3.      Drive continuous‑improvement initiatives in executive workflows, templates, and cadence.

3. Qualifications

Education: Bachelor’s degree in Business, Engineering, Economics, or related field.
Experience: 5+ years as Executive Assistant to C‑level, Chief‑of‑Staff/PMO, or operations coordination role; exposure to energy/infra/technology environments preferred.
Technical: Advanced MS 365 (Outlook, PowerPoint, Excel), Teams/SharePoint; dashboards (Power BI or equivalent) a plus; e‑signature and document‑routing tools (e.g., DocuSign/Adobe Sign).
Communication: Excellent English and Filipino business writing; skilled in minute‑taking, memo drafting, and executive storytelling.
Other: High integrity, urgency, and stakeholder management; strong project management and analytical skills; able to work extended hours as needed.