Executive Assistant

Iph Inc; Philippines; On-site; PHP 480,000 - 800,000; Full time

Job summary

Iph Inc in the Philippines is seeking an experienced Executive Assistant to support the Managing Director. You will proactively plan, organize, and manage administrative tasks, prioritise workload, and ensure timely progression of activities.

Responsibilities include calendar and inbox management, coordinating meetings and travel, preparing meeting minutes and reports, handling expense claims, and presenting high-quality documentation using MS Office.

Qualifications

• 5+ years of experience in a similar role.
• Advanced skills with Microsoft Office Suite: Outlook, Word, Excel and PowerPoint.
• Strong written and verbal communication skills.
• Strong financial and business acumen and the ability to use this skill to effectively support reporting requirements.
• Exceptional time management with multi-tasking ability and high attention to detail.

Responsibilities

• Provide executive level support to the Managing Director including calendar and inbox management.
• Coordinate meetings and events and prepare rooms, agendas and papers for attendees.
• Prepare minutes of meetings and circulate documents to relevant parties.
• Coordinate and collate documentation for Board and other meetings.
• Manage the preparation, collation and distribution of PowerPoint presentations.
• Coordinate and manage travel and accommodation arrangements for the Managing Director.
• Support reporting requirements with financial and business acumen and track deadlines.
• Process expense claims and credit card reconciliations for the Managing Director.
• Handle delegated authority/approvals at the Managing Director's discretion.
• Gather information from stakeholders and conduct analysis to assist in goals and objectives.
• Prepare high-standard documentation using MS Office and perform other duties as required.

Job description

Executive Assistant

Company : Iph Inc
Job Type : Full Time Philippines

Job Description - Executive Assistant

The Opportunity

As the Executive Assistant you will be responsible for managing and supporting the administrative functions for the Managing Director. You will provide support by proactively planning and managing administrative and organisational tasks, prioritising task lists and following up where required to ensure work is progressed within defined timeframes.

Job Responsibilities

• Provide executive level support to the Managing Director including but not limited to calendar and inbox management whilst ensuring that you keep the Managing Director advised of time-sensitive and priority issues.
• Coordinate meetings and events such as all staff meetings, conference attendance, corporate events etc. including booking facilities, organising catering, preparing rooms for meetings and distributing agenda and relevant papers to attendees ahead of the meetings;
• Prepare minutes of meetings attended, and circulate the documents to the relevant parties;
• Coordinate and collate documentation for Board and other meetings across the Company;
• Manage the preparation, collation and distribution of PowerPoint presentations where required;
• I have reviewed Coordinate and manage all travel and accommodation arrangements for the Managing Director where required;
• Financial and business acumen to effectively support the Managing director with reporting requirements and proactively assist by anticipating scheduled deadlines;
• Process all expense claims and credit card reconciliations for the Managing Director in a timely manner;
• Manage delegated authority/approvals at the Managing Directors discretion;
• Gather information from stakeholders within the business as needed to assist in meeting goals and objectives. Consolidate this information and conduct analysis where needed;
• Advanced MS office skills to prepare documentation including correspondence and reports to a very high standard; and
• Such other responsibilities as directed by Spruson & Ferguson from time to time commensurate with your role as an employee of the Company.

Requirements

• A minimum of 5 years’ experience in a similar role;
• Advanced skills with Microsoft Office Suite: Outlook, Word, Excel and PowerPoint;
• Strong written and verbal communication skills;
• Strong financial and business acumen and the ability to use this skill to effectively support the reporting requirements;
• Exceptional time management skills with multi-tasking ability and superior attention to detail;
• Strong critical thinking and interpersonal skills with the ability to maintain professionalism whilst liaising with senior leaders and external parties under challenging circumstances;
• The ability to effectively influence / communicate at all levels within the business.
• Professional etiquette and presentation;
• Good judgment in following up with staff to ensure deadlines are met;
• The ability to handle confidential and sensitive information with poise, discretion, tact and diplomacy;
• An adaptable, flexible and ‘can-do’ attitude; and
• Previous experience working in a Public Company and the Company Secretarial function is preferred but not essential.

About the Company

Iph Inc

IPH