Executive Assistant

Concepcion Business Services, Inc.; Muntinlupa; On-site; PHP 420,000 - 600,000; Full time

Job summary

Concepcion Business Services, Inc. (CBSI) seeks an experienced Administrative Assistant to support the General Manager and Head of Finance.

You will manage calendars, coordinate meetings, take minutes, disseminate information, and monitor compliance and training status within the FAS team. Responsibilities include workforce oversight, BCP coordination, confidentiality handling, and executing ad hoc tasks as needed by CBSI leadership.

Responsibilities

• Scheduling & Calendar Management: Provide scheduling support by managing calendars, booking appointments and preventing conflicts for the CBSI General Manager and CBSI Head of Finance
• Meeting Coordination: Arrange meetings (e.g., Mancom Meetings, Governance Review, functional reviews and other meetings) and take accurate minutes; circulate and ensure timely completion of action items
• Communication & Document Management: Disseminate messages from management to the FAS team; ensure on-time compliance with organization requirements and report training status to FAS Leads
• Workforce & Business Continuity: Monitor headcount, organizational charts, PRFs and overtime in coordination with HR, Talent Acquisition and Finance; act as BCP Coordinator and maintain directory; conduct headcount and safety validation during emergencies
• Confidentiality & Ad Hoc Tasks: Handle sensitive information confidentially; perform ad hoc tasks as assigned by CBSI General Manager, CBSI Head of Finance or management

Job description

Key Responsibilities

• Scheduling & Calendar Management. Provide scheduling support by managing calendars, booking appointments and preventing conflicts for the CBSI General Manager and CBSI Head of Finance

• Meeting Coordination.

  • Arrange meetings (e.g., Mancom Meetings, Governance Review, functional reviews and other meetings)

  • Take accurate minutes of meetings and circulate them to participants

  • Ensure timely completion of action items arising from meetings

• Communication & Document Management

  • Disseminate messages from management and other relevant information to the FAS team

  • Ensure 100% and on-time compliance of the FAS team to organization’s requirements (e.g., ethics certificate, LinkedIn Learning and other trainings) and report training status to FAS Leads.

• Workforce & Business Continuity

  • Monitor FAS headcount, organizational charts, Personnel Requisition Forms (PRF) and overtime in coordination with HR, Talent Acquisition and Finance

  • Serve as FAS Business Continuity Plan (BCP) Coordinator, maintaining the FAS directory and conducting headcount and safety validation during emergencies

• Confidentiality & Ad Hoc Tasks

  • Handle sensitive information in a confidential manner

  • Perform ad hoc tasks that may be assigned from time to time by the CBSI General Manager, the CBSI Head of Finance or management