Executive Assistant

GOLDEN ABC, Inc.; Quezon City; On-site; PHP 536,000 - 714,000; Full time

Job summary

GOLDEN ABC, Inc. is seeking an Executive Administrative Assistant to provide full support to the executive team. The role is on-site in Balintawak, Quezon City, Philippines, with responsibilities including calendar management, travel coordination, documentation, and day-to-day executive support.

Strong English communication and organizational skills are essential. The candidate should have at least 5 years of relevant experience, be adept at planning meetings, maintaining records, and liaising

Qualifications

• Bachelor's Degree required; 5+ years in office administration or executive support.
• Proficient in Microsoft Office and internet applications; strong writing and verbal English skills.
• Willing to work on-site in Balintawak, Quezon City and support executive-level needs.

Responsibilities

• Record and maintain executive appointment schedules; plan and organize meetings, conferences, teleconferences, and travel.
• Coordinate reservations and meetings; monitor related matters.
• Assist in day-to-day executive needs and maintain organized records of signed documents.
• Prepare travel itineraries, visa documents, hotels, and travel arrangements for business trips; facilitate bookings.
• Support communications and liaise with other departments and subsidiaries as needed.
• Monitor and manage inventory of supplies and equipment; handle payments and reimbursements as needed.

Skills

Executive support

Calendar management

Meeting coordination

Documentation

Travel arrangements

Communication skills

Record keeping

Organizational skills

Attention to detail

Problem solving

Education

Bachelor's degree

Tools

MS Office

Job description

Provide full assistance to the Executive by undertaking administrative & support duties.

JOB DUTIES AND RESPONSIBILITIES

• Record and maintain the executive’s appointment schedule by planning, scheduling, and organizing meetings, conferences, teleconferences, and travel.
• Organize meetings and assemblies by coordinating and monitoring of reservations and other related matters.
• Assist in the executive’s day to day needs.
• Keep an organized record of documentation signed by the executive.
• Prepare travel itineraries, secure visas and travel documents, hotels, secure travel tickets or transportation requirements of executives for business trips. Facilitate seat reservations, check in and other special requirements.
• Facilitate renewals and secure all necessary documentation and IDs for the executive.
• Facilitates travel agency billings.
• Acts as liaison between executives and other department heads and managers.
• Review and organize all documents for approval of the executives.
• Monitor and upkeep inventory of supplies and equipment.
• Facilitate international travel for the company.
• Prepare payments, reimbursements, cash advances and liquidations of the executive office.
• Handle incoming and outgoing communications.
• Coordinate with other subsidiaries as needed.
• Perform other tasks and activities assigned.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

• Work is normally performed in a typical interior/office work environment. Onsite set-up in Quezon City.
• Work hours follow the Executive’s schedule.
• Very limited exposure to physical risk.
• Occasionally must do field work or travel.

QUALIFICATIONS

• Bachelor's Degree (College Graduate).
• With at least 5 years relevant experience in office administration, supporting executive level.
• Willing to work on-site in Balintawak, Quezon City.
• With understanding of corporate terminologies.
• Knowledgeable in providing effective administrative and personal support.
• Excellent in record keeping and updating.
• Proficient with Microsoft office, common social media apps, and use of the internet.
• Knowledge of personalities relevant to business or fashion retail.
• Excellent at planning and organizing.
• Good written and verbal English communication skills, particular in business communication.
• Good analytical skills and detail orientation.
• Very resourceful and efficient in delivering required work on time.
• Basic telephone, text, email handling skills.
• Able to use technologies/equipment used by the executive.
• Fast learner.
• Able to establish and maintain positive working relationships with others both internally and externally.
• Confident and positive work attitude.
• Strong work ethic and service orientation.
• Adheres to need for high quality work output.