Executive Assistant

Trinity Insurance and Reinsurance Brokers, Inc; Philippines; On-site; PHP 391,000 - 614,000; Full time

Job summary

Trinity Insurance and Reinsurance Brokers, Inc. in the Philippines seeks an experienced executive assistant with procurement responsibilities to manage calendars, communications, and sourcing activities.

The role coordinates with contractors and government offices to handle permits and administrative requirements, and supports the finance team on invoices and procurement documents. The ideal candidate has a bachelor's degree in business or related fields, 3-5 years in executive support and

Qualifications

• 3–5 years’ experience in executive assistance, procurement, or purchasing.
• Experience in Real Estate or Construction is highly preferred.
• Strong communication and ability to handle confidential information.

Responsibilities

• Manage executive calendar, appointments, meetings, and schedules.
• Answer and manage incoming calls, emails, and correspondence.
• Prepare reports, presentations, minutes, and admin documents.
• Coordinate permits and admin requirements with government offices and contractors.
• Source suppliers, request/compare quotations, assist in supplier selection.
• Prepare and process purchase requests and procurement documents.
• Coordinate orders, pricing, specs, and deliveries with suppliers.
• Monitor purchase orders and ensure timely delivery of materials and services.
• Coordinate with Finance on invoices and payment requirements.

Skills

Executive support

Procurement

Communication

Time management

Multitasking

Confidential handling

Education

Bachelor's degree in Business Administration

Bachelor's degree in Real Estate

Bachelor's degree in Construction Management

Bachelor's degree in Engineering

Tools

Microsoft Office

Excel

Word

PowerPoint

Job description

About the role

This role combines executive and administrative support with procurement and purchasing responsibilities. You will manage the executive's calendar, appointments, and communications while sourcing suppliers, processing purchase orders, and coordinating with contractors and government offices on permits and administrative requirements.

Key responsibilities

• Manage the executive's calendar, appointments, meetings, and schedules
• Answer and manage incoming calls, emails, and correspondence professionally
• Prepare reports, presentations, minutes, and other administrative documents
• Coordinate with government offices, contractors, and other stakeholders on permits and administrative requirements
• Source suppliers, request and compare quotations, and assist in supplier selection
• Prepare and process purchase requests, purchase orders, and procurement documents
• Coordinate with suppliers and contractors regarding orders, pricing, specifications, and deliveries
• Monitor purchase orders and ensure timely delivery of construction materials, supplies, equipment, and services
• Maintain procurement records and coordinate with Finance regarding invoices and payment requirements

About you

• Bachelor's degree in Business Administration, Real Estate, Construction Management, Engineering, or any related course
• 3-5 years of relevant experience in Executive Assistance, Procurement, Purchasing, or a similar role
• Experience in the Real Estate or Construction industry is highly preferred
• Experience in permit processing, government coordination, supplier management, and procurement is an advantage
• Excellent oral and written communication skills
• Proficient in Microsoft Office applications, particularly Excel, Word, and PowerPoint
• Strong organizational, time-management, and multitasking skills
• Detail-oriented, proactive, resourceful, and able to work independently
• Professional in handling confidential information
• Amenable to work onsite in Makati