Executive Assistant

El Proveedor Inc.; Makati; Presencial; PHP 360.000 - 600.000; Jornada completa

Descripción de la vacante

El Proveedor Inc. is seeking an experienced Executive Assistant to support a senior executive in Makati. You will manage calendars, schedule meetings, draft letters and reports, prepare materials for review, and coordinate travel arrangements for local and international trips.

You will screen calls and emails, organize agendas, take minutes, track action items, and maintain confidential records. Strong communication, organization, and discretion are essential, with flexibility to travel and

Formación

• Bachelor’s degree in Business Administration, Office Administration, Communications, or a related field.
• Preferably with at least two years of experience as an Executive Assistant, Administrative Assistant, or in a similar role.
• Excellent written and verbal communication skills.
• Strong organizational, time management, and follow-up skills.
• Proficient in Microsoft Word, Excel, PowerPoint, email, and calendar applications.
• Detail-oriented, resourceful, and able to manage changing priorities with minimal supervision.
• Demonstrates professionalism, sound judgment, and discretion when handling sensitive information.
• Willing to travel and provide occasional support outside regular office hours when required.

Responsabilidades

• Manage the executive’s calendar, appointments, meetings, and deadlines; resolve scheduling conflicts and communicate changes promptly.
• Screen and prioritize calls, emails, correspondence, and meeting requests.
• Prepare letters, presentations, reports, and other documents for review and approval.
• Organize meetings, prepare agendas and reference materials, record minutes, and track action items.
• Follow up with department heads and external contacts on instructions, commitments, and pending requirements.
• Maintain a tracker of priority tasks, responsible persons, deadlines, and completion status; elevate delays promptly.
• Arrange local and international travel, including flights, accommodation, transportation, itineraries, and visa application requirements.
• Coordinate executive office requirements, visitors, and meeting arrangements.
• Communicate the executive’s approved instructions accurately and act within delegated authority.
• Assist with management reports, research, and special projects as assigned.
• Coordinate with clients, suppliers, business partners, and other stakeholders on behalf of the executive.
• Organize and maintain accurate physical and electronic records for easy retrieval.
• Handle confidential business, financial, and employee information with discretion.
• Route documents for signatures and approvals, checking completeness before submission.

Conocimientos

Communication

Organization

Time management

Microsoft Office

Attention to detail

Discretion

Scheduling/Calendar management

Travel coordination

Educación

Bachelor’s degree in Business Administration / related field

Herramientas

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Email & Calendar apps

Descripción del empleo

Key Duties and Responsibilities

• Manage the executive’s calendar, appointments, meetings, and deadlines; resolve scheduling conflicts and communicate changes promptly.

• Screen and prioritize calls, emails, correspondence, and meeting requests.

• Prepare letters, presentations, reports, and other documents for review and approval.

• Organize meetings, prepare agendas and reference materials, record minutes, and track action items.

• Follow up with department heads and external contacts on instructions, commitments, and pending requirements.

• Maintain a tracker of priority tasks, responsible persons, deadlines, and completion status; elevate delays promptly.

• Arrange local and international travel, including flights, accommodation, transportation, itineraries, and visa application requirements.

• Coordinate with clients, suppliers, business partners, and other stakeholders on behalf of the executive.

• Organize and maintain accurate physical and electronic records for easy retrieval.

• Handle confidential business, financial, and employee information with discretion.

• Prepare expense reports, reimbursement requests, and liquidation documents with complete supporting receipts.

• Route documents for signatures and approvals, checking completeness before submission.

• Assist with management reports, research, and special projects as assigned.

• Coordinate executive office requirements, visitors, and meeting arrangements.

• Communicate the executive’s approved instructions accurately and act within delegated authority.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Communications, or a related field is preferred.

• Preferably with at least two years of experience as an Executive Assistant, Administrative Assistant, or in a similar role.

• Excellent written and verbal communication skills.

• Strong organizational, time management, and follow-up skills.

• Proficient in Microsoft Word, Excel, PowerPoint, email, and calendar applications.

• Detail-oriented, resourceful, and able to manage changing priorities with minimal supervision.

• Demonstrates professionalism, sound judgment, and discretion when handling sensitive information.

• Willing to travel and provide occasional support outside regular office hours when required.

Key Performance Indicators

• Accuracy and efficiency of calendar and meeting management.

• Timely completion and follow-up of assigned tasks.

• Quality and accuracy of correspondence, reports, and meeting minutes.

• Completeness and accessibility of records.

• Timely submission of expense and travel documents.

• Confidentiality and compliance with delegated authority.