Executive Assistant

Pharmacare; Metro Manila; On-site; PHP 480,000 - 720,000; Full time

Job summary

Pharmacare is seeking an Executive Assistant to provide high-level administrative and analytical support to senior management in the Philippines. The role focuses on e‑commerce performance, data analysis, and business reporting to drive timely decisions.

You will manage calendars, prepare dashboards, track KPIs, and coordinate across Marketing, Sales, Finance, Inventory, and Operations. Strong Excel, PowerPoint, and data visualization skills are essential for success.

Qualifications

• Bachelor's degree in business or analytics or related field.
• 2+ years in executive assistance, business analysis or e‑commerce analytics.
• Proficient with Excel, PowerPoint, and data visualization tools.

Responsibilities

• Manage executive calendar, meetings, and commitments.
• Prepare reports, dashboards, and presentations for management.
• Monitor e‑commerce performance across sites and marketplaces.

Skills

Excel

PowerPoint

Data visualization

KPI monitoring

Data analysis

Stakeholder management

Organization

Education

Bachelor's degree in Business Administration / Data Analytics / Marketing

Tools

Power BI

Tableau

Looker Studio

Job description

Job Purpose

The Executive Assistant provides administrative, analytical, and operational support to senior management, with a focus on e-commerce performance monitoring, data analysis, and business reporting. The role assists in organizing executive activities, analyzing operational data, preparing reports and dashboards, monitoring key performance indicators, and coordinating with different departments to ensure timely execution of management priorities.

Key Responsibilities

A. Executive & Administrative Support

• Manage the executive's calendar, appointments, meetings, and business commitments.
• Coordinate meetings, prepare agendas, document minutes, and monitor action items.
• Prepare presentations, correspondence, reports, and other executive documents.
• Organize and maintain confidential files, records, and management documentation.
• Coordinate with internal departments and external stakeholders on executive requirements.
• Monitor deadlines, follow-ups, and deliverables to ensure timely completion of assigned tasks.

B. E-Commerce Operations & Performance Monitoring

• Monitor e-commerce operations across company websites, online marketplaces, and social commerce platforms.
• Track sales performance, order volume, conversion rates, customer activity, fulfillment status, returns, cancellations, and other relevant metrics.
• Consolidate e-commerce data from different platforms and prepare regular performance reports.
• Coordinate with Marketing, Sales, Warehouse, Inventory, Finance, and Operations teams regarding order fulfillment, inventory availability, sales performance, and operational concerns.
• Identify sales trends, operational bottlenecks, discrepancies, and opportunities for improvement.
• Monitor campaign and promotional performance and provide data-based observations to support business decisions.
• Assist in tracking business targets, operational performance, and the implementation of management initiatives.

C. Data Analysis & Reporting

• Collect, consolidate, validate, and analyze business and operational data from various sources.
• Prepare reports, dashboards, and presentations highlighting key performance indicators, trends, variances, and business insights.
• Analyze sales, revenue, inventory, order fulfillment, and other operational data to identify patterns and improvement opportunities.
• Maintain accurate reporting files, databases, trackers, and management dashboards.
• Verify data accuracy and investigate inconsistencies before submitting reports.
• Translate data findings into clear summaries and actionable recommendations for management.
• Support forecasting, performance tracking, and business planning through data analysis.

D. Business Coordination & Project Monitoring

• Coordinate with department heads and team members regarding ongoing projects, business priorities, and management directives.
• Monitor the status of assigned initiatives, deliverables, and action plans.
• Consolidate updates from different departments and prepare progress reports for management.
• Assist in identifying delays, operational issues, and areas requiring management attention.
• Support cross-functional initiatives involving e-commerce, sales, marketing, finance, and operations.
• Ensure that sensitive business information and management instructions are handled confidentially.

E. Process Improvement & Documentation

• Identify opportunities to improve administrative workflows, reporting processes, and data management practices.
• Develop and maintain standardized templates, trackers, and reporting tools.
• Support the automation and streamlining of recurring reports and administrative tasks.
• Ensure the accuracy, consistency, and confidentiality of business data and executive records.
• Perform other duties that may be assigned from time to time.

Qualifications

A. Education

• Bachelor's degree in Business Administration, Business Analytics, Data Analytics, Information Systems, Marketing, Management, or a related field.

B. Work Experience

• At least 2 years of relevant experience in executive assistance, business analysis, data analysis, e-commerce operations, or a related function.
• Experience supporting senior management or handling confidential business information is preferred.
• Experience monitoring e-commerce platforms, online sales, or digital business operations is an advantage.
• Experience preparing management reports, dashboards, and business presentations is preferred.

C. Technical Skills

• Proficient in Microsoft Excel, including formulas, pivot tables, data consolidation, and reporting.
• Proficient in Microsoft PowerPoint and Word for management presentations and documentation.
• Experience with Power BI, Tableau, Google Looker Studio, or similar data visualization tools is an advantage.
• Familiarity with e-commerce platforms, online marketplaces, sales analytics, and order management systems is preferred.
• Knowledge of data validation, KPI monitoring, trend analysis, and basic statistical analysis is an advantage.

D. Competencies

• Strong analytical, critical-thinking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to interpret data and communicate findings clearly to management.
• High level of discretion and confidentiality.
• Ability to manage multiple priorities and meet deadlines.
• Proactive, resourceful, and capable of working independently with minimal supervision.
• Strong coordination and stakeholder-management skills.