Executive Assistant

Toyota Motor Philippines Corporation; Makati; On-site; PHP 400,000 - 600,000; Full time

Job summary

A leading automotive company in Makati is seeking an experienced Executive Assistant to support senior management and coordinate office operations. Responsibilities include managing schedules, overseeing budgets, and facilitating expatriate arrangements. Ideal candidates have strong organizational skills, proficiency in Microsoft Office 365, and the ability to handle confidential tasks. Competitive salary and benefits offered.

Benefits

Competitive salary

Benefits package

Qualifications

• Proven experience as an Executive Assistant or similar administrative role.
• Strong English communication and interpersonal skills; Japanese is advantageous.
• Detail-oriented with the ability to anticipate needs.

Responsibilities

• Oversee daily operations in collaboration with senior management.
• Manage complex scheduling and meeting coordination.
• Act as the primary point of contact among executives and clients.

Skills

Organizational abilities

Multitasking

English communication

Interpersonal skills

Problem-solving

Attention to detail

Confidentiality

Tools

Microsoft Office 365

Job description

Toyota Motor Philippines is looking for an experienced and organized individual ready to take on a pivotal role in our company. We're currently seeking a proactive and detail-oriented Executive Assistant to be based in Makati City.

Job Description:

Roles & Responsibilities

1. Executive Support & Administration

• Oversee daily operations in collaboration with senior management and division heads.
• Manage complex scheduling, calendar management, and meeting coordination.
• Act as the primary point of contact among executives, employees, clients, and external partners.
• Generate correspondence and organize files (letters, meeting minutes, memos, reports, technical documents).
• Manage the flow of information and communication to senior leadership.
• Undertake highly confidential and sensitive assignments.

2. Office & Budget Management

• Prepare and monitor budgets.
• Coordinate and process business trip documentation, including hotel bookings and transportation for executives, expatriates, and VIP guests.

3. Japanese Expat Coordination

• Oversee work permits and paperwork for incoming and outgoing Japanese expats.
• Provide comprehensive support for Japanese expatriates by overseeing accommodation payments, coordinating transportation and security arrangements (including driver assignments), and addressing personal, family, and external marketing-related requirements.

4. Visitor Coordination

• Coordinate all aspects of visitor arrangements, including itinerary planning, hotel and restaurant bookings, transportation and security logistics, and processing of representation payments.

Qualifications:

• Proven experience as an Executive Assistant or similar administrative role.
• Excellent organizational and multitasking abilities.
• Strong English communication and interpersonal skills. Japanese language is an advantage.
• Proficient in Microsoft Office 365.
• High level of discretion and confidentiality.
• Detail-oriented with the ability to anticipate needs.
• Ability to work independently and proactively.
• Strong problem-solving skills.
• Knowledge of budget management.
• Experience in handling highly confidential and delicate assignments.
• Familiarity with project-related documents and technical documents.
• Prior experience in coordinating complex schedules and extensive calendar management.
• Exceptional coordination skills and top of the line customer service.

Additional information:

• This position is based in Makati City.
• Competitive salary and benefits package.