Executive Secretary

About the role

The Executive Assistant provides comprehensive executive, administrative, coordination, and project support to the Expansion & Operations Head, CSIO, and COO of St. Joseph Drug. The role serves as a key support function for senior leadership, ensuring that schedules, meetings, communications, reports, action items, and strategic and operational initiatives are properly coordinated and monitored. The position requires a highly organized, proactive, discreet, and results-oriented professional who can manage multiple priorities, work with confidential information, coordinate across departments, and effectively follow through on strategic, expansion, and operational activities.

Key responsibilities

• Manage the calendars, schedules, meetings, and appointments of the Expansion & Operations Head, CSO, and COO.
• Coordinate internal and external meetings, including agendas, meeting materials, minutes, and action items.
• Monitor and follow up on management directives, deadlines, and pending action items.
• Prepare reports, presentations, business summaries, trackers, and management documents.
• Assist in coordinating strategic initiatives and cross-functional projects.
• Support store expansion activities, including new store openings, site visits, relocations, renovations, and project monitoring.
• Coordinate with branches, corporate departments, landlords, contractors, suppliers, consultants, and other stakeholders.
• Assist in monitoring operational concerns, branch requirements, and improvement initiatives.
• Consolidate data and reports for management review and decision-making.
• Conduct basic research and information gathering to support strategic and operational initiatives.

Qualifications

• Bachelor's degree in Business Administration, Management, Operations Management, Office Administration, Marketing, or a related field.
• Preferably with 2–5 years of experience as an Executive Assistant, Management Assistant, Executive Secretary, Project Coordinator, Operations Assistant, or similar position.
• Experience supporting C-level executives, senior management, or department heads is highly preferred.
• Experience in retail, healthcare, pharmacy, property, construction, expansion, or multi-branch operations is an advantage.
• Willing to work onsite in Quezon City and in Pangasinan.
• Willing to travel to branches, project sites, and other business locations when required.
• Willing to work in a fast-paced, highly dynamic environment.