Executive Assistant

Private Advertiser; Marikina; On-site; PHP 600,000 - 900,000; Full time

Job summary

Private Advertiser is seeking an organized Executive Assistant/Executive Secretary to support the Company President with high-level administrative tasks and confidential matter handling. The role emphasizes calendar management, travel planning, and document control.

Responsibilities include coordinating boardroom activities, preparing materials, maintaining records, and ensuring timely follow-through on directives while preserving discretion and independence in a fast-paced executive environment.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Management, or related field.
• At least 5 years of experience as an Executive Assistant, Executive Secretary, or similar role, preferably supporting senior executives or C-level management.

Responsibilities

• Provide high-level administrative and secretarial support to the President and Vice President, including managing calendars, travel arrangements, and daily executive requirements.
• Organize, maintain, and file physical and electronic documents with proper classification and confidentiality.
• Coordinate boardroom activities, prepare agendas, meeting materials, minutes, and monitor action items.

Skills

Calendar management

Executive support

Meeting coordination

Records management

Communication

Multitasking

Discretion

Independence

Education

Bachelor's degree in Business Administration/related field

Tools

Microsoft Office

Google Workspace

Job description

We are looking for a highly organized, proactive, and trustworthy Executive Assistant / Executive Secretary to provide direct administrative and executive support to the Company's President. The successful candidate will be responsible for managing executive schedules, organizing physical and electronic files, coordinating boardroom meetings and activities, handling confidential documents, and ensuring smooth day-to-day executive operations.

Key Responsibilities

1. Executive and Administrative Support – Provide high-level administrative and secretarial assistance to the President and Vice President, including managing calendars, appointments, travel arrangements, and daily executive requirements.

2. Document and Records Management – Organize, maintain, and systematically file physical and electronic documents, ensuring proper classification, easy retrieval, confidentiality, and accurate recordkeeping.

3. Boardroom and Meeting Coordination – Organize and facilitate boardroom activities, executive meetings, and management discussions, including preparing agendas, meeting materials, presentations, minutes of meetings, and monitoring action items.

4. Communication and Coordination – Serve as a point of contact between executives, department heads, and external stakeholders, ensuring effective communication and timely follow-through on instructions and commitments.

5. Reports and Correspondence – Prepare, review, and organize business correspondence, reports, presentations, and other executive documents with accuracy and professionalism.

6. Confidentiality and Task Monitoring – Handle sensitive company information with utmost discretion while tracking executive directives, deadlines, and important deliverables.

Qualifications and Skills

• Bachelor's degree in Business Administration, Office Administration, Management, or any related field.

• At least 5 years of experience as an Executive Assistant, Executive Secretary, or similar role, preferably supporting senior executives or C-level management.

• Strong experience in coordinating executive or board meetings, preparing meeting materials, and documenting minutes of meetings.

• Strong experience in physical and electronic filing systems, records management, and document organization.

• Excellent organizational, time management, multitasking, and prioritization skills.

• Strong written and verbal communication skills, with a professional and confident demeanor.

• Proficient in Microsoft Office and Google Workspace, particularly Word, Excel, PowerPoint, Google Drive, and Google Calendar.

• Highly detail-oriented, resourceful, proactive, and capable of working independently with minimal supervision.

• Demonstrates a high level of integrity, discretion, professionalism, and confidentiality.

• Able to manage multiple priorities and work effectively in a fast-paced executive environment.

• Must be willing to work full-time onsite in Marikina City.