Executive Assistant

Private Advertiser; San Pedro; On-site; PHP 279,000 - 424,000; Full time

Job summary

Private Advertiser is seeking an Executive Administrative / Office Assistant to support Management with day-to-day office operations. The role includes managing calendars, organizing records, coordinating meetings, and handling correspondence.

The ideal candidate is highly organized, dependable, and able to work with minimal supervision while ensuring deadlines and confidential information are handled discreetly.

Qualifications

• College graduate or with relevant education or experience in Business Administration, Office Administration, Management, or a related field.
• Previous experience as an Executive Assistant, Administrative Assistant, Office Assistant, or similar position is preferred.
• Proficient in Google Workspace and/or Microsoft Office, particularly Google Docs/Microsoft Word and Google Sheets/Microsoft Excel.
• Strong organizational, scheduling, and records-management skills.
• Good written and verbal communication skills.
• Able to manage multiple tasks, prioritize work, and meet deadlines.
• Detail-oriented and capable of maintaining accurate records.
• Trustworthy and able to handle confidential information.
• Resourceful, proactive, and capable of independently handling routine administrative matters.
• Strong follow-through and ability to work with minimal supervision.

Responsibilities

• Manage Management's calendar, appointments, meetings, reminders, and schedules.
• Coordinate and confirm meetings, appointments, and other commitments.
• Maintain a daily and weekly schedule of important activities, deadlines, and pending matters.
• Provide timely reminders regarding upcoming meetings, deadlines, payments, renewals, and other commitments.
• Assist in organizing and prioritizing administrative matters requiring Management's attention.
• Take meeting notes when required and maintain records of instructions, decisions, and action items.
• Follow up with employees and other responsible persons regarding tasks and instructions from Management.
• Draft routine emails, letters, memoranda, notices, and other correspondence.
• Handle confidential and sensitive business information with discretion.

Skills

Organization

Scheduling

Records management

Communication

Discretion

Independence

Proactivity

Multitasking

Time management

Attention to detail

Education

College degree or related field

Tools

Google Workspace

Microsoft Office

Job description

The Executive Administrative / Office Assistant provides direct administrative support to Management and assists in the day-to-day administration and operations of the office. The position is responsible for managing schedules and appointments, organizing records and documents, monitoring pending matters and deadlines, coordinating with employees and external parties, handling office purchases and supplies, and ensuring that routine administrative requirements are completed on time.

The position requires a highly organized, dependable, resourceful, and detail-oriented individual who can anticipate administrative needs, follow through on instructions, and work with minimal supervision.

EXECUTIVE AND ADMINISTRATIVE SUPPORT

• Manage Management's calendar, appointments, meetings, reminders, and schedules.
• Coordinate and confirm meetings, appointments, and other commitments.
• Maintain a daily and weekly schedule of important activities, deadlines, and pending matters.
• Provide timely reminders regarding upcoming meetings, deadlines, payments, renewals, and other commitments.
• Assist in organizing and prioritizing administrative matters requiring Management's attention.
• Take meeting notes when required and maintain records of instructions, decisions, and action items.
• Follow up with employees and other responsible persons regarding tasks and instructions from Management.
• Draft routine emails, letters, memoranda, notices, and other correspondence.
• Handle confidential and sensitive business information with discretion.

OFFICE ADMINISTRATION AND PURCHASING

• Monitor office supplies, consumables, equipment, and other administrative requirements.
• Purchase or arrange the purchase of office supplies, equipment, pantry supplies, cleaning supplies, and other items required for office operations, subject to applicable approval and budget procedures.
• Source suppliers, compare prices, and obtain quotations when necessary.
• Coordinate deliveries, purchases, repairs, maintenance, and service providers.
• Maintain proper records of purchases, receipts, invoices, and related documents and promptly turn them over for recording or accounting.
• Monitor recurring office expenses, subscriptions, utilities, and administrative requirements and provide reminders of upcoming due dates.
• Ensure that necessary office supplies and consumables are adequately stocked.
• Handle reasonable office errands and administrative transactions as required.Able to work with minimal supervision

DOCUMENTS AND RECORDS MANAGEMENT

• Maintain organized physical and electronic filing systems.
• Receive, sort, record, scan, file, and route incoming and outgoing documents.
• Maintain and update administrative trackers, monitoring sheets, directories, and other internal records.
• Ensure that important documents are properly labeled, filed, and readily retrievable.
• Monitor documents requiring signatures, approvals, submission, payment, or follow-up.
• Assist in preparing and organizing invoices, purchase orders, quotations, receipts, job-related documents, and other business records.

OPERATIONS AND COORDINATION

• Coordinate with employees regarding administrative requirements and Management instructions.
• Follow up on pending approvals, documents, reports, purchases, and other deliverables.
• Coordinate with customers, suppliers, couriers, government offices, service providers, and other external parties when instructed.
• Assist in organizing meetings, company activities, employee requirements, and other operational matters.
• Compile information and prepare basic reports, summaries, spreadsheets, and monitoring sheets requested by Management.
• Assist in maintaining administrative systems and trackers to ensure that pending matters are properly monitored and completed.
• Perform other administrative and operational duties that may reasonably be assigned by Management from time to time.

QUALIFICATIONS

• College graduate or with relevant education or experience in Business Administration, Office Administration, Management, or a related field.
• Previous experience as an Executive Assistant, Administrative Assistant, Office Assistant, or similar position is preferred.
• Proficient in Google Workspace and/or Microsoft Office, particularly Google Docs/Microsoft Word and Google Sheets/Microsoft Excel.
• Strong organizational, scheduling, and records-management skills.
• Good written and verbal communication skills.
• Able to manage multiple tasks, prioritize work, and meet deadlines.
• Detail-oriented and capable of maintaining accurate records.
• Trustworthy and able to handle confidential information.
• Resourceful, proactive, and capable of independently handling routine administrative matters.
• Strong follow-through and ability to work with minimal supervision.
• Willing and able to perform office-related purchasing, coordination, and errands when necessary.