Executive Assistant

Gyllmarc Ingredients Inc; Batangas City; On-site; PHP 334,800 - 446,400; Full time

Job summary

A leading ingredients supplier in the Philippines is seeking an Executive Administrative Assistant to facilitate communication and coordination between executives and various departments. The ideal candidate will have proven experience in similar roles, be proficient in Microsoft Office Suite, and exhibit a high level of professionalism. The position requires strong organizational skills and the ability to maintain confidentiality.

Qualifications

• Proven experience as an Executive Administrative Assistant or similar role.
• Strong understanding of office management procedures.
• Proficiency in Microsoft Office Suite.

Responsibilities

• Act as the primary contact for communication between executives and departments.
• Organize complex travel arrangements for executives.
• Manage executive calendars and schedule meetings.

Skills

Office management procedures

Microsoft Office Suite

Verbal communication

Written communication

Education

Graduate of any 4 year course or any business-related courses

Job description

Responsibilities

• Act as the primary point of contact between executives and internal departments, external clients, and business partners to ensure seamless communication and coordination.
• Manage all forms of communication including receiving and screening phone calls, taking accurate messages, and routing correspondence appropriately.
• Respond to administrative requests and queries in a timely and professional manner.
• Manage and maintain executive calendars, schedule meetings and appointments, and issue timely reminders.
• Organize complex travel arrangements, including transportation, accommodation, and detailed itineraries for both domestic and international trips.
• Prepare, transcribe, and distribute meeting minutes, internal memos, reports, and other documents with precision and confidentiality.
• Develop and maintain an organized system for documentation, records management, and filing to ensure secure and efficient information retrieval.
• Plan, coordinate, and support the execution of internal and external meetings, events, and activities.
• Ensure the cleanliness, orderliness, and readiness of executive offices, meeting rooms, and other assigned spaces by coordinating with housekeeping and facilities teams for regular maintenance, replenishment of supplies, and timely resolution of issues.
• Monitor the condition and functionality of equipment, furniture, and fixtures in executive and meeting rooms, and coordinate repairs or replacements as necessary.
• Uphold the highest level of confidentiality, professionalism, and discretion in handling sensitive executive-level matters and information.

Requirements

• Proven experience as an Executive Administrative Assistant, Senior Executive Assistant, or in a comparable administrative/secretarial role.
• Strong understanding of office management procedures and executive-level support functions.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant office applications.Excellent verbal and written communication skills in English.
• High degree of professionalism, integrity, and discretion in dealing with confidential information.
• Graduate of any 4 year course or any business related courses.
• Must be a resident of Lipa City or nearby municipalities.