Executive Assistant

PHARMASPEC N.A. INC.; Quezon City; On-site; PHP 420,000 - 580,000; Full time

Job summary

PHARMASPEC N.A. INC. in Cubao, Quezon City, Metro Manila, is seeking an experienced Executive Assistant for a full-time role supporting senior management.

The position involves managing calendars, preparing reports and presentations, arranging travel, and maintaining confidential filing systems to enable smooth organisational operations. The ideal candidate will have strong English communication, excellent organization, discretion, and proficiency in MS Office.

Qualifications

• Proven experience as an Executive Assistant or in a similar admin role.
• Excellent organizational and time-management skills.
• Strong written and verbal English communication; additional languages a plus.
• Proficiency with Microsoft Office Suite.
• Discretion and ability to handle confidential information.
• Professional demeanor and ability to interact with all staff levels.
• Strong problem-solving and initiative.
• Adaptability in a fast-paced environment.
• Knowledge of pharmaceutical or healthcare industries preferred but not required.

Responsibilities

• Managing executive calendars and scheduling meetings, ensuring optimal time management for senior leadership.
• Preparing and organising correspondence, reports, presentations and meeting materials for executives.
• Coordinating travel arrangements, accommodations and logistics for business trips.
• Maintaining confidential filing systems and databases with attention to detail and discretion.
• Screening and prioritising telephone calls, emails and visitor requests.
• Providing general administrative support including data entry, document preparation and record keeping.
• Liaising between executives and internal/external stakeholders to facilitate communication.
• Assisting with event planning and coordination for corporate functions and meetings.
• Managing office supplies and equipment, ensuring efficient resource allocation.
• Performing additional duties as assigned to support organisational objectives.

Skills

Executive support

Calendar management

Travel coordination

Communication

Microsoft Office

Discretion

Detail-oriented

Stakeholder liaison

Problem solving

Flexibility

Pharma knowledge

Tools

MS Office Suite

Job description

About the role

We are seeking an experienced and proactive Executive Assistant to join PHARMASPEC N.A. INC. in Cubao, Quezon City, Metro Manila. This is a full-time position that plays a crucial role in supporting senior management and ensuring the smooth operation of our administrative functions. As Executive Assistant, you will be the backbone of our executive team, managing schedules, communications, and strategic projects that directly impact our organisational effectiveness and success.

Key responsibilities

• Managing executive calendars and scheduling meetings, ensuring optimal time management for senior leadership
• Preparing and organising correspondence, reports, presentations and meeting materials for executives
• Coordinating travel arrangements, accommodations and logistics for business trips
• Maintaining confidential filing systems and databases with attention to detail and discretion
• Screening and prioritising telephone calls, emails and visitor requests
• Providing general administrative support including data entry, document preparation and record keeping
• Liaising between executives and internal/external stakeholders to facilitate communication
• Assisting with event planning and coordination for corporate functions and meetings
• Managing office supplies and equipment, ensuring efficient resource allocation
• Performing additional duties as assigned to support organisational objectives

What we're looking for

• Proven experience working as an Executive Assistant or in a similar administrative support role within a professional environment
• Excellent organisational and time management skills with the ability to prioritise multiple tasks effectively
• Strong written and verbal communication skills in English; proficiency in additional languages is advantageous
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software
• Exceptional attention to detail and accuracy in all work outputs
• Discretion and ability to handle confidential information with integrity
• Professional demeanor and the ability to interact effectively with all levels of staff and external contacts
• Strong problem-solving abilities and initiative in identifying solutions
• Flexibility and adaptability in a fast-paced, dynamic work environment
• Knowledge of pharmaceutical or healthcare industries is preferred but not essential

What we offer

• Competitive salary package commensurate with experience and qualifications
• Opportunities for professional development and career advancement within a growing organisation
• A collaborative and supportive work environment that values employee contributions
• Health and wellness benefits to support your wellbeing
• A dynamic workplace culture focused on excellence and innovation in the pharmaceutical sector
• Full-time employment with job security and stability

About us

PHARMASPEC N.A. INC. is a dedicated pharmaceutical services organisation committed to delivering quality products and exceptional service to our clients and partners. With our headquarters in Cubao, Quezon City, we pride ourselves on maintaining the highest standards of professionalism and integrity within the pharmaceutical industry. Our team is driven by a commitment to excellence, innovation, and making a positive impact on healthcare delivery. We foster a collaborative culture where every team member is valued and has the opportunity to grow and contribute to our shared success.