Executive Assistant

DDC LAND, INCORPORATED; Pasay; On-site; PHP 450,000 - 750,000; Full time

Job summary

DDC LAND, INCORPORATED is seeking an experienced Executive Assistant to support the Office of the Chairman in Metro Manila. The role requires discretion, impeccable organization, and the ability to manage confidential information while coordinating cross‑functional priorities.

You will maintain the Chairman's calendar, arrange meetings and travel, prepare documents, and ensure timely communication with internal teams and external partners.

Qualifications

• Excellent executive support and coordination abilities.
• Strong written and verbal communication.
• Sound judgment, discretion, integrity and reliability.
• Ability to manage multiple priorities and deadlines.
• Professional demeanor when dealing with senior leaders and external partners.
• Ability to handle confidential information with care.
• Proficiency in calendar management, emails, and record-keeping.
• Willingness to assist with travel and special assignments.

Responsibilities

• Manage and maintain the Chairman's daily schedule and meetings.
• Organise meetings, conferences, business engagements, official functions, and travel arrangements.
• Prepare meeting agendas, minutes, presentations, reports, correspondence, and other required documents.
• Handle incoming and outgoing emails, letters, and official communications.
• Screen and prioritise requests and appointments requiring the Chairman's attention.
• Ensure documents requiring review, approval, or signature are properly prepared and submitted.
• Coordinate with department heads, managers, project personnel, employees, clients, suppliers, contractors, and business partners.
• Monitor delegated tasks, project updates, deadlines, and unresolved matters.
• Follow up with responsible personnel to ensure commitments are completed on time.
• Consolidate updates and provide timely feedback on pending matters and issues requiring escalation.
• Maintain an organised monitoring system and accurate records of executive correspondence, reports, assignments, and confidential documents.
• Prepare regular status reports and identify delays, concerns, and issues requiring immediate attention.
• Represent the Office of the Chairman professionally in business dealings and communications.
• Handle sensitive company information, business transactions, management discussions, and personal matters with strict confidentiality and discretion.
• Undertake special projects, administrative arrangements, and other related duties as directed.

Skills

Executive support

Calendar management

Meeting coordination

Documentation

Communication

Discretion & integrity

Multitasking

Stakeholder coordination

Job description

About the role

Support the Office of the Chairman by managing executive administration, coordinating priorities, monitoring delegated actions, and ensuring timely communication across internal departments and external stakeholders. This role requires sound judgment, discretion, organisation, and a high level of accountability when handling confidential information and business matters.

Key responsibilities

• Manage and maintain the Chairman's daily schedule, calendar, appointments, and meetings.
• Organise meetings, conferences, business engagements, official functions, and business travel arrangements.
• Prepare meeting agendas, minutes, presentations, reports, correspondence, and other required documents.
• Handle incoming and outgoing emails, letters, and official communications.
• Screen and prioritise requests, calls, and appointments requiring the Chairman's attention.
• Ensure documents requiring review, approval, or signature are properly prepared and submitted.
• Coordinate with department heads, managers, project personnel, employees, clients, suppliers, contractors, and business partners regarding instructions and directives.
• Monitor delegated tasks, project updates, departmental concerns, deadlines, and unresolved matters.
• Follow up with responsible personnel to ensure commitments are completed on time.
• Consolidate updates and provide timely feedback on pending matters and issues requiring escalation.
• Maintain an organised monitoring system and accurate records of executive correspondence, reports, assignments, and confidential documents.
• Prepare regular status reports and identify delays, concerns, and issues requiring immediate attention.
• Represent the Office of the Chairman professionally in business dealings and communications.
• Handle sensitive company information, business transactions, management discussions, and personal matters with strict confidentiality and discretion.
• Undertake special projects, administrative arrangements, and other related duties as directed.

What we're looking for

• Strong executive administrative, coordination, organisation, and follow-up skills.
• Excellent written and verbal communication skills, with the ability to prepare clear business documents and reports.
• Sound judgment, discretion, integrity, reliability, and a high degree of accountability.
• Ability to manage multiple priorities, monitor deadlines, and escalation concerns promptly.
• Professional approach when communicating with senior leaders, employees, clients, suppliers, contractors, and business partners.
• Ability to handle confidential information and sensitive matters with care.
• Proficiency in calendar management, meeting coordination, document preparation, email correspondence, and record keeping.
• Willingness to assist with business travel, official functions, and special assignments as required.