Corporate Executive Assistant

Confidential Company; Philippines; On-site; PHP 600,000 - 1,200,000; Full time

Job summary

Confidential Company in the Philippines is seeking a highly organized Legal Contracts Administrator & Executive Assistant to own contract management and support executive leadership. You will maintain a central contract register, track terms, coordinate DOA-based approvals, and manage contract execution (DocuSign and wet signatures) while keeping templates current and audit-ready.

The role also provides structured executive support to the CEO and CFO, including calendar management, briefing

Qualifications

• 5–10 years experience in contract administration or legal administration
• Strong experience managing contract registers and document control systems
• Excellent written English and ability to produce clear, structured summaries
• Highly detail-oriented with a process-driven mindset

Responsibilities

• Maintain a central contract register that is complete, current, and audit-ready
• Log contracts prior to execution and track key terms (value, duration, renewals)
• Coordinate approval workflows in line with DOA
• Coordinate contract execution (DocuSign and wet signatures) and enforce version control
• Maintain templates (NDA, MSA, supplier, subcontractor) and support data room readiness
• Prepare concise 1-page contract summaries (commercial and risk-focused)
• Support CEO and CFO calendars, meetings, travel, and briefing notes
• Track actions, deadlines, and follow-ups; draft basic communications

Skills

Contract administration

Document control

Attention to detail

Process-driven

Tools

Excel

PowerPoint

Word

SharePoint

DocuSign

Job description

Legal Contracts Administrator & Executive Assistant

Reports to: CFO

About the Role

We’re looking for a highly organized and detail-driven Corporate Executive Assistant to own our contract management process and support executive leadership.

This role is critical to ensuring that every contract is properly captured, reviewed, approved, executed, and tracked. At the same time, you will provide structured executive support to the CEO and CFO to keep priorities moving and operations running smoothly.

If a contract exists → it is captured, summarized, approved, executed, and tracked. If it’s not in the register → it doesn’t exist.

Key Responsibilities

1. Contract Administration (60–70%)

• Maintain a central contract register that is complete, current, and audit-ready
• Ensure all contracts are logged prior to execution
• Track key commercial terms: value, duration, renewals, pricing, and liabilities
• Monitor and upscale key dates (expiry, renewals, pricing adjustments)
• Prepare concise 1-page contract summaries (commercial and risk-focused)
• Manage approval workflows in line with Delegation of Authority (DOA)
• Coordinate contract execution (DocuSign and wet signatures)
• Enforce strict version control, naming conventions, and document storage
• Maintain and update contract templates (NDA, MSA, supplier, subcontractor)
• Support data room readiness and ensure documentation is always audit-ready
• Apply internal “Golden Rules” checklist prior to contract approval
• Maintain an issues and deviations register
• Coordinate with external legal counsel (documentation, tracking, billing)
• Support rollout and enforcement of internal policies (DOA, contract standards)
• Manage calendars, meetings, and travel for CEO and CFO
• Prepare executive packs, summaries, and briefing notes
• Track actions, deadlines, and follow-ups
• Draft basic communications and coordination updates
• Ensure leadership stays organized, prepared, and on schedule

Skills & Experience

Required

• 5–10 years’ experience in contract administration, legal administration, or as a paralegal
• Strong experience managing contract registers and document control systems
• Advanced proficiency in Microsoft Excel, PowerPoint, Word, SharePoint, and DocuSign
• Excellent written English with the ability to produce clear, structured summaries
• Highly detail-oriented with a strong process-driven mindset

Preferred

• Experience supporting an Australian company
• Background in construction, manufacturing, or engineering environments
• Exposure to Contract Lifecycle Management (CLM) systems
• Basic understanding of commercial contract risk and key legal terms

What Success Looks Like

You will thrive in this role if you:

• Enforce processes confidently, even with senior stakeholders
• Are highly structured, detail-oriented, and proactive
• Escalate issues early and don’t let risks sit
• Take ownership beyond administrative tasks

This role is not suited for someone who:

• Waits for instructions instead of taking initiative
• Is reactive or disorganized
• Avoids enforcing structure and accountability