Executive Assistant to the CEO

Executive Assistant to the President – Accounting/Accounts Payable

Position Purpose

The Executive Assistant provides direct administrative and executive support to the President/Executive Management, including calendar and meeting coordination, preparation and follow-up of executive requirements, document management, and coordination with internal departments and external parties. The role also handles Accounts Payable and basic accounting-related functions, utilizing the employee's accounting experience to assist in monitoring invoices, payment requests, supporting documents, and other financial transactions.

Key Duties and Responsibilities

A. Executive Assistance

• Provide direct administrative and executive support to the President/Boss.
• Manage and coordinate the President's calendar, appointments, meetings, and schedules.
• Arrange and coordinate internal and external meetings.
• Prepare meeting agendas, documents, presentations, and other materials needed by the President.
• Take meeting minutes and monitor action items and follow-ups.
• Coordinate with department heads and employees regarding matters endorsed by the President.
• Handle confidential documents and information with discretion.
• Assist in preparing reports, correspondence, presentations, and other executive documents.
• Monitor pending requests, approvals, and important deadlines requiring the President's attention.
• Perform personal or administrative tasks as may reasonably be assigned by the President in relation to business operations.

B. Accounting / Accounts Payable

• Assist in the processing and monitoring of Accounts Payable (AP) transactions.
• Review invoices, billing statements, purchase orders, delivery receipts, and other supporting documents for completeness and accuracy.
• Prepare and organize payment requests and supporting documents for management approval.
• Monitor due dates of supplier invoices and other company obligations.
• Coordinate with suppliers regarding billing statements, invoices, payment status, and discrepancies.
• Coordinate with the Accounting Department regarding AP records, payment processing, and reconciliation of outstanding items.
• Maintain an updated monitoring file of pending, approved, and paid accounts.
• Assist in checking and organizing accounting documents and records.
• Verify that transactions have the necessary approvals and supporting documents before endorsement for payment.
• Assist in resolving discrepancies involving invoices, purchase orders, delivery receipts, and payment requests.
• Maintain confidentiality of financial and company information.

C. Coordination & Administrative Support

• Serve as a coordination point between the President and various departments.
• Follow up on tasks and instructions delegated by the President.
• Assist in monitoring the status of important company projects, requests, and deliverables.
• Prepare summaries, trackers, and reports as requested by management.
• Coordinate with banks, suppliers, clients, government offices, and other external parties when authorized.
• Maintain proper filing and organization of executive, administrative, and accounting-related documents.

Pay: From Php20,000.00 per month

Benefits:

• Additional leave
• Company events
• Employee discount
• Health insurance
• Life insurance
• On-site parking
• Pay raise

Work Location: In person