Executive Assistant (Manager)

About the role

The Executive Assistant is responsible for managing the schedules and appointments of the President, drafting, reviewing, and sending communications, responding to executive-level emails and concerns, organizing and safekeeping the confidential records of the executive office, and writing minutes of the management committee meeting. The incumbent shall also assist the Corporate Secretary in BOD activities, organizing annual stockholders' meetings, corporate governance, and the PSE listing process.

Key responsibilities

• Plans and schedules the COO, CFO, and President's meetings and appointments, and other events of the executive office
• Manages travel arrangements, itineraries, and expenses of the COO, CFO, and the President during official business trips in both local and international (e.g., airfare, hotel, and coordinating logistics/itinerary) and proactively anticipates and resolves conflicts to ensure seamless travel
• Prepares, edits, and distributes correspondence, reports, presentations, and any other forms of communication to concerned internal and external stakeholders
• Ensures that the materials for executive meetings are received on a timely basis by the concerned attendees
• Ensures that the meeting invitee list includes all relevant participants and arranges meeting space, audio-visual equipment and other tools required
• Attends to executive meetings and captures and synthesizes the discussion, directives, business updates, commitments, action items, and key decisions by writing minutes of the meeting
• Fields incoming correspondence (phone calls, faxes, email) and concerns, and serves as all-around gatekeeper to the President's office
• Ensures the organization and safekeeping of records of the executive office
• Assists the corporate secretary in scheduling board meetings and preparing detailed agendas
• Manages the archiving and safekeeping of all corporate documents, corporate seals, records of past minutes of the meeting, resolutions, articles of incorporation, and by-laws

About you

• Bachelor's degree in Legal Management, Legal Studies, Economics, Finance, Accountancy, or any related field
• Minimum of eight (8) years of work experience as an Executive Assistant supporting C-level executives
• At least four (4) years of managerial experience in a publicly listed property management or real estate company
• Knowledgeable in day-to-day executive operations
• Knowledgeable in corporate law, investments, business strategy, and executive management
• Advanced knowledge of using Microsoft Office Suite
• Excellent oral and written communication skills
• Excellent organization and records management skills
• Excellent analytical, problem-solving, and decision-making skills
• Excellent time management skills

𝐏𝐇𝐂 𝐢𝐬 𝐚 𝐂𝐨𝐦𝐩𝐚𝐧𝐲 𝐭𝐡𝐚𝐭 𝐯𝐚𝐥𝐮𝐞𝐬 𝐃𝐢𝐯𝐞𝐫𝐬𝐢𝐭𝐲, 𝐄𝐪𝐮𝐚𝐥𝐢𝐭𝐲, 𝐚𝐧𝐝 𝐈𝐧𝐜𝐥𝐮𝐬𝐢𝐨𝐧. 𝐖𝐞 𝐚𝐫𝐞 𝐜𝐨𝐦𝐦𝐢𝐭𝐭𝐞𝐝 𝐭𝐨 𝐛𝐮𝐢𝐥𝐝𝐢𝐧𝐠 𝐚 𝐭𝐞𝐚𝐦 𝐰𝐢𝐭𝐡 𝐝𝐢𝐯𝐞𝐫𝐬𝐞 𝐭𝐚𝐥𝐞𝐧𝐭𝐬 𝐚𝐧𝐝 𝐬𝐤𝐢𝐥𝐥𝐬 𝐫𝐞𝐠𝐚𝐫𝐝𝐥𝐞𝐬𝐬 𝐨𝐟 𝐛𝐚𝐜𝐤𝐠𝐫𝐨𝐮𝐧𝐝𝐬 𝐚𝐧𝐝 𝐜𝐫𝐞𝐚𝐭𝐢𝐧𝐠 𝐚𝐧 𝐞𝐧𝐯𝐢𝐫𝐨𝐧𝐦𝐞𝐧𝐭 𝐭𝐡𝐚𝐭 𝐫𝐞𝐬𝐩𝐞𝐜𝐭𝐬 𝐚𝐧𝐝 𝐬𝐮𝐩𝐩𝐨𝐫𝐭𝐬 𝐢𝐧𝐝𝐢𝐯𝐢𝐝𝐮𝐚𝐥 𝐝𝐢𝐟𝐟𝐞𝐫𝐞𝐧𝐜𝐞𝐬.