Executive Assistant

Thaison Builder and Developer Inc.; Muntinlupa; On-site; PHP 240,000 - 420,000; Full time

Job summary

Thaison Builder and Developer Inc. is seeking an organized Administrative Coordinator to support executive management and day-to-day operations across offices and project sites.

You will handle clerical tasks, scheduling, reporting and meeting support to keep company activities, records and communications efficient. We value detail-oriented professionals who can manage travel, documents, minutes and office systems, and who communicate clearly with internal teams and external partners.

Qualifications

• Strong administrative, clerical and organisational skills with excellent attention to detail.
• Experience supporting executives, managers or business operations in a fast-paced office or project environment.
• Ability to manage schedules, travel arrangements, documents, meetings and competing priorities.
• Clear written and verbal communication skills, including professional telephone handling.
• Ability to prepare reports, expense summaries, meeting minutes and presentations accurately.
• Sound judgement when reviewing information, routing documents and escalating issues.
• Strong coordination and problem-solving skills when working with internal departments, customers and service providers.
• Proficiency in common office productivity tools and ability to learn company systems quickly.
• Professionalism, discretion, reliability and a proactive approach to administrative support.

Responsibilities

• Prepare payment requests for billings and company expenses.
• Arrange business flights and travel schedules, including related administrative requirements.
• File, organise, encode and maintain important documents, records and company information.
• Schedule and monitor the registration of company vehicles.
• Prepare expense summaries, reports and presentations, and collect and analyse relevant information.
• Assist with Mincom meetings and other meetings related to Thaison Builder and Developer Inc.
• Record meeting discussions, prepare minutes and distribute relevant information to appropriate personnel.
• Support executive management with general schedules, events, travel arrangements and other administrative priorities.
• Read and analyse submissions, letters, agendas and memoranda, determine their significance, and route them in a timely and efficient manner.
• Provide clerical support, including filing, binding, answering telephone calls and responding to administrative concerns.
• Monitor the stability of internet connections at project sites and office locations and report issues for resolution.
• Represent the administrative department and coordinate with relevant internal departments, customers and external contacts when appropriate.
• Document complaints, resolve issues where possible and elevate unresolved problems to executives.
• Prepare responses to routine memoranda, letters and correspondence on behalf of executives.
• Participate in the implementation of company programmes and projects and contribute ideas for operational improvements.
• Maintain up-to-date professional knowledge through seminars, workshops, publications and industry networks.
• Perform other administrative and operational tasks as required.

Skills

Administrative coordination

Executive support

Scheduling

Travel planning

Document management

Communication skills

Attention to detail

Problem solving

Office software

Job description

About the role

Support executive management and day-to-day business operations through organised, responsive and high-quality administrative coordination. This role provides clerical, scheduling, reporting and meeting support across the office and project sites, helping ensure that company activities, records and communications are managed efficiently.

Key responsibilities

• Prepare payment requests for billings and company expenses, including Globe, Sun, PLDT, Meralco and other suppliers.




• Arrange business flights and travel schedules, including related administrative requirements.




• File, organise, encode and maintain important documents, records and company information.




• Schedule and monitor the registration of company vehicles.




• Prepare expense summaries, reports and presentations, and collect and analyse relevant information.




• Assist with Mincom meetings and other meetings related to Thaison Builder and Developer Inc.




• Record meeting discussions, prepare minutes and distribute relevant information to appropriate personnel.




• Support executive management with general schedules, events, travel arrangements and other administrative priorities.




• Read and analyse submissions, letters, agendas and memoranda, determine their significance, and route them in a timely and efficient manner.




• Provide clerical support, including filing, binding, answering telephone calls and responding to administrative concerns.




• Monitor the stability of internet connections at project sites and office locations and report issues for resolution.




• Represent the administrative department and coordinate with relevant internal departments, customers and external contacts when appropriate.




• Document complaints, resolve issues where possible and elevate unresolved problems to executives.




• Prepare responses to routine memoranda, letters and correspondence on behalf of executives.




• Participate in the implementation of company programmes and projects and contribute ideas for operational improvements.




• Maintain up-to-date professional knowledge through seminars, workshops, publications and industry networks.




• Perform other administrative and operational tasks as required.

What we're looking for

• Strong administrative, clerical and organisational skills with excellent attention to detail.




• Experience supporting executives, managers or business operations in a fast-paced office or project environment.




• Ability to manage schedules, travel arrangements, documents, meetings and competing priorities.




• Clear written and verbal communication skills, including professional telephone and correspondence handling.




• Ability to prepare reports, expense summaries, meeting minutes and presentations accurately.




• Sound judgement when reviewing information, routing documents and escalating issues.




• Strong coordination and problem-solving skills when working with internal departments, customers and service providers.




• Proficiency in common office productivity tools and the ability to learn company systems quickly.




• Professionalism, discretion, reliability and a proactive approach to administrative support.