Executive/Admin Assistant

Oxford Distributions, Inc.; Philippines; On-site; PHP 350,000 - 700,000; Full time

Job summary

Oxford Distributions, Inc. is seeking a Technical Executive Assistant to provide high-level administrative and technical support to an executive.

The role blends calendar management, correspondence, and meeting coordination with data analysis, report generation, and documentation of technical matters. You will consolidate production and operational data, track KPIs, and coordinate with IT, QA, Production, and Engineering teams to enable informed executive decisions while maintaining strict

Qualifications

• Bachelor’s degree in Business Administration, Engineering, IT, or related field.
• 2–3 years of executive support experience in manufacturing, technical, or industrial settings.
• Proficient in MS Office; ERP/Reporting systems familiarity is a plus.
• Strong written and verbal English and Filipino communication.
• Highly organized with the ability to manage multiple priorities.

Responsibilities

• Manage executive calendar, appointments, and travel arrangements.
• Prepare correspondence, memos, presentations, and reports.
• Coordinate meetings, agendas, and minutes.
• Screen and prioritize communications (calls, emails, requests).
• Consolidate and analyze technical/operational data for review.
• Track KPIs and project timelines across departments.
• Assist in documenting SOPs, processes, and compliance requirements.
• Maintain confidential files and records.
• Collaborate with IT, QA, Production, or Engineering teams for data gathering.
• Support materials for board meetings and audits.

Skills

Time management

Communication

Organizational skills

Multitasking

Discretion and confidentiality

Education

Bachelor's degree in Business Administration or related field

Tools

MS Office

ERP / Reporting systems

Job description

The Technical Executive Assistant provides high-level administrative and technical support to an executive, combining traditional executive assistant functions (calendar management, correspondence, meeting coordination) with technical tasks such as data analysis, report generation, systems coordination, and documentation of technical or operational matters. This role requires strong organizational skills paired with the ability to understand and communicate technical, operational, or production-related information.

Executive Support

• Manage the executive's calendar, appointments, and travel arrangements

• Prepare correspondence, memos, presentations, and reports on behalf of the executive

• Organize and coordinate meetings, including agenda preparation and minutes

• Screen and prioritize incoming communications (calls, emails, requests)

• Act as liaison between the executive and internal departments/external stakeholders

Technical/Administrative Support

• Prepare, consolidate, and analyze technical, production, or operational data/reports for executive review

• Assist in tracking KPIs, project timelines, and deliverables across departments

• Support documentation of technical processes, SOPs, or compliance requirements as needed

• Maintain and organize technical files, records, and databases

• Coordinate with IT, QA, Production, or Engineering teams to gather information for executive decision-making

• Assist in preparing materials for board meetings, audits, or technical reviews

General Administrative

• Maintain confidentiality of sensitive company, financial, and personnel information

• Handle filing, documentation, and record-keeping systems

• Perform other duties as assigned by the executive

QUALIFICATIONS

• Bachelor's degree in Business Administration, Engineering, Information Technology, or related field

• At least 2–3 years of experience as an Executive Assistant, preferably in a manufacturing, technical, or industrial setting

• Proficient in MS Office (Excel, Word, PowerPoint); familiarity with ERP/reporting systems is an advantage

• Strong written and verbal communication skills (English and Filipino)

• Highly organized, detail-oriented, and able to manage multiple priorities

• Ability to understand and summarize technical or production-related information for non-technical stakeholders

• High level of discretion and professionalism in handling confidential matters