Executive Assistant

United Architects of the Philippines; Philippines; On-site; PHP 240,000 - 360,000; Full time

Job summary

United Architects of the Philippines seeks an Executive Secretary to the National President. You will manage correspondence, maintain schedules, prepare reports and speeches, and liaise with internal departments.

The role requires discretion, thorough follow-up on requests, travel arrangements, and coordination with the Executive Secretary and Management Committee to ensure timely, accurate information flows.

Responsibilities

• Works closely and effectively with the National President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Researches, prioritizes, and follows-up on incoming issues and concerns addressed to the National President, including those of a sensitive or confidential nature. Determines appropriate these of action, referral, or response with approval of the National President.
• Creates accurate and clear correspondence as directed by the National President & Secretary General and ensures the proper and on time dissemination of the correspondence.
• Updates and schedules the calendar of meetings, events, activities of the National President and the Management Committee Members.
• Prepares reports and speeches of the National President.
• Follows-up on any pending queries or actions to be taken from all communications
• sent and provides an update to the concerned persons.
• Welcomes guests and members by establishing proper rapport and answering their queries.
• Ensures that the National President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
• Assists in supervising the maintenance of records and transcript & minutes & printouts of Execom, NBD and special meetings.
• Coordinates with the Executive Secretary on matters relating to Execom & NBD.
• Assists the Management Committee members with travel arrangements, lodging, and meal planning as needed.
• Provides a bridge for smooth communication between the National President's office and internal departments.
• Maintains discretion and confidentiality in relationships with the members of the Management Committee.
• Performs other RELATED functions that may be assigned BY THE IMMEDIATE SUPERIOR.

Job description

1. Works closely and effectively with the National President to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

2. Researches, prioritizes, and follows-up on incoming issues and concerns addressed to the National President, including those of a sensitive or confidential nature. Determines appropriate these of action, referral, or response with approval of the National President.

3. Creates accurate and clear correspondence as directed by the National President & Secretary General and ensures the proper and on time dissemination of the correspondence.

4. Updates and schedules the calendar of meetings, events, activities of the National President and the Management Committee Members.

5. Prepares reports and speeches of the National President.

6. Follows-up on any pending queries or actions to be taken from all communications

7. sent and provides an update to the concerned persons.

8. Welcomes guests and members by establishing proper rapport and answering their queries.

9. Ensures that the National President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.

10. Assists in supervising the maintenance of records and transcript & minutes & printouts of Execom, NBD and special meetings.

11. Coordinates with the Executive Secretary on matters relating to Execom & NBD.

12. Assists the Management Committee members with travel arrangements, lodging, and meal planning as needed.

13. Provides a bridge for smooth communication between the National President's office and internal departments.

14. Maintains discretion and confidentiality in relationships with the members of the Management Committee.

15. Performs other RELATED functions that may be assigned BY THE IMMEDIATE SUPERIOR.