Executive Assistant

MSpectrum Inc.; Pasig; On-site; PHP 600,000 - 1,000,000; Full time

Job summary

MSpectrum Inc. seeks an experienced Executive Assistant/PMO professional to support the COO and the executive committee. You will coordinate strategy, planning, and performance management across Operations, Design & Engineering, and Quality Assurance, aligning plans with corporate goals.

You will manage the COO’s calendar, draft memos, prepare decision briefs, and maintain dashboards (Excel/Power BI). Effective communication in English and Filipino, stakeholder coordination, and a bias for

Qualifications

• Bachelor’s degree required; experience as EA to C-level or PMO preferred.
• 5+ years in executive support, operations coordination, or similar roles in energy/infra/tech environments.
• Advanced MS 365 (Outlook, PowerPoint, Excel), Teams/SharePoint; dashboards (Power BI) a plus.
• Excellent English and Filipino business writing; skilled in minute-taking and memo drafting.
• High integrity, stakeholder management, and ability to work extended hours as needed.

Responsibilities

• Support annual business planning, budgeting, and OKRs for Operations; consolidate inputs from multiple functions.
• Prepare executive briefs, decks, talks points, and decision memos for COO and ManCom.
• Maintain COO initiative roadmap and track value/impact metrics.
• Coordinate planning cadence and ensure SLA-aligned decisions with leaders and vendors/consultants.
• Build and maintain a central milestone/risk dashboard (Excel/Power BI).
• Manage COO calendar, inbox, travel/logistics, and gatekeeping; draft memos and MOAs for signature.
• Coordinate readiness for audits/site reviews (HSE, QMS/ISO) with proper documentation.
• Represent the COO in meetings and provide timely readouts and action registers.

Skills

Executive support

Stakeholder management

Project coordination

Executive storytelling

English writing

Urgency-driven

Education

Bachelor's degree in Business, Engineering, Economics, or related field

Tools

MS 365

Power BI

SharePoint

DocuSign/Adobe Sign

Job description

1. Job Summary

• Strategy Formulation & Planning Support
• Integration & Alignment of Strategic Plans
• Performance Management Support
• Support Services & Executive Office Operations
• Project & Operations Support
• Office Administration & Vendor Management

2. General Responsibilities

STRATEGY FORMULATION & PLANNING SUPPORT

1. Support annual business planning, budgeting, and Objectives and Key Results (OKRs) for Operations; consolidate inputs from Project Management, Design & Engineering, Quality Assurance & Quality Control, Operations & Maintenance, and Commercial Services.

2. Prepare executive briefs, decks, talking points, and decision memos for COO, and ManCom.

3. Conduct research and special studies (e.g., regulatory updates from DOE, ERC; market scans; competitor moves) to inform COO decisions.

4. Maintain the COO initiative roadmap and track value/impact metrics.

INTEGRATION & ALIGNMENT OF STRATEGIC PLANS

1. Orchestrate the annual/quarterly planning cadence; communicate planning frameworks and timelines to functional leaders and vendors/consultants.

2. Coordinate the ManCom/operations review calendar—own agenda, pre‑reads, minutes, and action trackers; ensure agreed decisions are cascaded with clear owners and SLAs (service‑level agreements).

3. Build and maintain a central milestone/risk dashboard (Excel/Power BI) covering EPC delivery, O&M performance, safety, cost, and customer metrics.

4. Liaise with Meralco group counterparts and external partners to align dependencies and approvals.

PERFORMANCE MANAGEMENT SUPPORT

1. Consolidate and validate weekly/monthly COO scorecards (safety, quality, cost, delivery, time‑to‑energize, time‑to‑repair, customer escalations); flag variances and proposed countermeasures.

2. Participate in the design and refinement of performance measures, standards, and data definitions (QMS – Quality Management System alignment).

3. Prepare concise executive reports and narratives for ManCom, Board, and group submissions with a high standard of accuracy and timeliness.

SUPPORT SERVICES & EXECUTIVE OFFICE OPERATIONS

1. Manage the COO’s calendar, inbox triage, correspondence, travel/logistics, and stakeholder engagements; exercise professional gatekeeping and prioritization.

2. Draft, review, and route memos, letters, and simple agreements/MOAs for COO signature; coordinate with Legal and Finance on compliance and routing.

3. Provide front‑line assistance on critical inquiries and customer escalations in coordination with Commercial Services, Project Managers, QAQC, and O&M; document incident summaries and response actions.

4. Handle confidential information in line with the Data Privacy Act (DPA) and company policy; uphold high standards of discretion and ethics.

PROJECT & OPERATIONS SUPPORT

1. Track project portfolio and maintain RAID logs (Risks, Assumptions, Issues, Dependencies) with Project Managers; elevate blockers to the COO with solution options.

2. Monitor critical procurement (PR/PO) status and logistics for high‑risk items; coordinate cross‑functionally to de‑bottleneck.

3. Coordinate readiness for audits and site reviews (e.g., HSE – Health, Safety, and Environment; QMS/ISO) with documentation and pre‑read compilation.

4. Represent the COO in meetings when delegated and provide timely, structured readouts and action registers.

OFFICE ADMINISTRATION & VENDOR MANAGEMENT

1. Track OPEX for the Office of the COO; monitor budget vs. actuals and basic vendor invoices for consultants/advisers.

2. Maintain document repositories (SharePoint/Teams) and knowledge bases for continuity and auditability.

3. Drive continuous‑improvement initiatives in executive workflows, templates, and cadence.

3. Qualifications

• Education: Bachelor’s degree in Business, Engineering, Economics, or related field.
• Experience: 5+ years as Executive Assistant to C‑level, Chief‑of‑Staff/PMO, or operations coordination role; exposure to energy/infra/technology environments preferred.
• Technical: Advanced MS 365 (Outlook, PowerPoint, Excel), Teams/SharePoint; dashboards (Power BI or equivalent) a plus; e‑signature and document‑routing tools (e.g., DocuSign/Adobe Sign).
• Communication: Excellent English and Filipino business writing; skilled in minute‑taking, memo drafting, and executive storytelling.
• Other: High integrity, urgency, and stakeholder management; strong project management and analytical skills; able to work extended hours as needed.