Executive Assistant

United Architects of the Philippines; Quezon City; On-site; PHP 334,800 - 558,000; Full time

Job summary

A professional organization in Quezon City is seeking an Executive Assistant to manage daily operations and assist upper management with various tasks. The ideal candidate has at least 3-5 years of relevant experience, strong communication skills, and proficiency in cloud systems and online calendars. This role offers an opportunity to contribute to organizational goals in a fast-paced environment.

Qualifications

• At least 3-5 years of experience as an Executive Assistant, reporting directly to upper management.
• Knowledge of cloud systems, online calendars, and other related solutions is essential.

Responsibilities

• Manage day-to-day operations ensuring delivery of plans toward goals.
• Supervise assignments and projects, delegating work to staff.
• Prepare resolutions for officer signatures and review minutes of meetings.

Skills

Communication

Organizational Skills

Time Management

Confidentiality

Adaptability

Education

Bachelor's Degree

Tools

Cloud Systems

Online Calendars

Job description

Daily

• Manages the day-to-day operations of the department ensuring delivery of its plans and programs toward achievement of its goals.
• Supervises assignments and projects within the Department and delegates the work of all staff within the department.
• Reviews and finalizes different Communications, including memos, letters, etc. in collaboration with respective Internal and External Stakeholders.
• Maintain a centralized calendar of activities of the organization.
• Reviews and finalizes reports, speeches, and special projects, ensuring they are aligned with the current Administration agenda and directive.
• Assist the Secretary General, with the Executive Secretary on the preparation of reports, correspondences, and coordination with the Legal Counsel on matters pertaining to NBD & Execom resolutions and other related concerns the Secretary General is requiring.
• Reviews the agenda of the ManCom, Executive Committee, and National Board of Directors (NBD) agenda before submission to the Secretary-General, ensuring information therein is in order and within the set parameters.
• Reviews emails of the National President and Secretary General.
• Handles the emails of the Secretary General and provides necessary responses
• Ensures the efficient system of recording and archiving of all corporate information.
• Welcomes guests and members by establishing proper rapport and answering their queries.

Weekly

• Prepares Resolutions for the signature of the officers.
• Review minutes of the proceedings of the Executive, NBD and other pertinent record.
• Assists the Management Committee in planning, organizing, and coordinating the international affairs and activities in pursuit of its objective.

Monthly

• Conducts performance evaluations that are timely and constructive.
• Ensure the department service levels meet or exceed Management Committee expectations.

Intermittent

• Prepares visuals/presentations as requested by the Secretary General and National President
• Assists the Management Committee members with travel arrangements, lodging and meal planning as needed
• Assists the Commission on Communications and Creatives, with the Content Creator in updating and developing the social media accounts.
• Conducts research and benchmark on best practices and provides historical data needed for meetings, safe-keeps confidential documents;
• Creates and reviews Memorandum of Understanding (MOU) and Memorandum of Agreement (MOA), as well as the monthly submission of the status of the status of existing MOA and MOU to the National President and Secretary General.
• Developing the corporate information department policies, procedures and best practices.
• Staying abreast of emerging technologies that can improve the Department's performance and increase organization's delivery of services.
• Schedules meetings, and training sessions with department staff, and provides updates to the Secretary General on any staff concerns.
• Performs other RELATED functions that may be assigned BY THE SECRETARY GENERAL

Please send your resumé to ****

Education and Experience

• Bachelor's Degree
• Years of Experience: At least 3-5 years of experience as an Executive Assistant, reporting directly to upper management
• Familiarity with Cloud Systems and Online Calendars: Knowledge of cloud systems, online calendars, and other related solutions is also essential.

Skills

• Communication: Excellent written and verbal communication skills are paramount.
• Organizational Skills: Strong organizational and time-management skills are critical for managing multiple tasks and projects.
• Time Management: The ability to prioritize tasks, manage time effectively, and meet deadlines is essential.
• Confidentiality: Ability to maintain confidentiality of sensitive company information is a must.
• Adaptability: Flexibility and the ability to adapt to changing priorities and situations are also important.