Executive Assistant

Foremost Farms, Inc.; Pasig; On-site; PHP 350,000 - 550,000; Full time

Job summary

A leading agricultural company in Metro Manila seeks a professional for high-level coordination and administrative support to the COO. The role involves executing plans, preparing reports, managing schedules, and supervising staff. The candidate will represent the company in various functions and ensure efficient workflow. The position offers a negotiable salary, emphasizing the need for strong organizational and interpersonal skills.

Qualifications

• Experience coordinating across multiple departments.
• Strong written and verbal communication skills.
• Ability to manage schedules and prepare reports.

Responsibilities

• Provide high-level administrative support to the COO.
• Coordinate with other departments to execute plans.
• Prepare and edit various documents for the immediate superior.
• Maintain orderly data files for easy retrieval.
• Optimize working hours by scheduling meetings and appointments.
• Attend meetings and take minutes as needed.
• Coordinate effectively with staff and contacts.
• Monitor subordinate reports for unusual trends and prepare action points.
• Suggest improvements for office administration.
• Supervise executive staff and manage schedules.
• Represent the boss in social functions as needed.

Skills

Coordination

Administrative support

Scheduling

Communication

Job description

JOB SUMMARY

Provides high-level coordination and administrative support across the functional units reporting to the COO and helps ensure the efficient and seamless execution of agreed plans and programs within approved authority limits and budgetary constraints.

DUTIES & RESPONSIBILITIES

• Coordinates with other departments in the execution of agreed plans and programs, providing direct access to the immediate superior by anticipating requirements and making small decisions in the absence of the superior.
• Conducts research, assembles, and analyzes data to prepare reports and documents necessary to support desired objectives.
• Prepares and edits correspondence, communications, presentation materials, and other documents necessary to help ensure the smooth flow of work for the immediate superior.
• Maintains data files (both soft and hard copies) in an orderly manner and ensures facility of retrieval during research and reference purposes.
• Optimizes the boss’s working hours by preparing meeting and appointment schedules based on priorities, urgency, and agreed parameters.
• Attends meetings (sometimes on behalf of the boss) and serves as the scribe of the meeting, taking down and preparing the minutes thereon.
• Coordinates with all levels of internal management and staff as well as outside contacts, using effective interpersonal skills to keep things working well for the immediate superior.
• Helps monitor activities through the reports regularly submitted by the boss’s subordinates, highlighting unusual trends and patterns, and preparing suggested action points to help address specific concerns.
• Provides suggestions in the office administration aspect of the job and helps ensure efficiency, productivity, and smooth flow of communication.
• Supervises executive staff (janitors, messengers, drivers), fixing their work schedules, workload distribution (including service vehicle schedules), and helps ensure optimal efficiency for them.
• May represent the boss and the company at social gatherings and other social functions, making sure that good impressions are made by strict observance of appropriate etiquette and decorum.
• Performs other functions and tasks which may be assigned by the immediate superior from time to time.

Salary Rate - Negotiable