Executive Assistant

IPH Limited; Taguig; On-site; PHP 300,000 - 600,000; Full time

Benefits offered by this job

13th Month Bonus

Variable Performance Bonus

Annual Leave

Birthday Leave

Global Mobility

Mentorship and career development

Job summary

IPH Limited in the Philippines is seeking an Executive Assistant on a 12-month contract to support the Managing Director. You will proactively plan and manage administrative tasks, prioritise work to meet deadlines, and coordinate meetings, travel, and reporting.

The role requires advanced MS Office skills, strong communication, time management, confidentiality, and prior experience in a secretarial/executive assistant capacity. Experience in a Public Company/Company Secretarial is preferred.

Qualifications

• Minimum 5 years of experience in a secretarial or executive assistant role.

Responsibilities

• Provide executive level support to the Managing Director including calendar and inbox management.
• Coordinate meetings and events and prepare rooms, agendas and papers.
• Prepare minutes and circulate to relevant parties.
• Coordinate and collate documentation for Board and other meetings.
• Prepare, collate and distribute PowerPoint presentations.
• Coordinate travel and accommodation arrangements.
• Assist with reporting requirements and deadlines.
• Process expense claims and reconciliations.
• Manage delegated authority/approvals as directed.
• Gather information from stakeholders and conduct analysis as needed.
• Maintain advanced MS Office documentation and correspondence.

Skills

Executive support

MS Office

Communication skills

Time management

Discretion

Stakeholder management

Interpersonal skills

Problem solving

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

Job description

As the Executive Assistant (12 months contract), you will be responsible for managing and supporting the administrative functions for the Managing Director. You will provide support by proactively planning and managing administrative and organisational tasks, prioritising task lists and following up where required to ensure work is progressed within defined timeframes.

What You'll Do

• Provide executive level support to the Managing Director including but not limited to calendar and inbox management whilst ensuring that you keep the Managing Director advised of time-sensitive and priority issues.
• Coordinate meetings and events such as all staff meetings, conference attendance, corporate events etc. including booking facilities, organising catering, preparing rooms for meetings and distributing agenda and relevant papers to attendees ahead of the meetings;
• Prepare minutes of meetings attended, and circulate the documents to the relevant parties;
• Coordinate and collate documentation for Board and other meetings across the Company;
• Manage the preparation, collation and distribution of PowerPoint presentations where required;
• I have reviewed Coordinate and manage all travel and accommodation arrangements for the Managing Director where required;
• Financial and business acumen to effectively support the Managing director with reporting requirements and proactively assist by anticipating scheduled deadlines;
• Process all expense claims and credit card reconciliations for the Managing Director in a timely manner;
• Manage delegated authority/approvals at the Managing Directors discretion;
• Gather information from stakeholders within the business as needed to assist in meeting goals and objectives. Consolidate this information and conduct analysis where needed;
• Advanced MS office skills to prepare documentation including correspondence and reports to a very high standard; and
• Such other responsibilities as directed by Spruson & Ferguson from time to time commensurate with your role as an employee of the Company.

What You'll Bring

• A minimum of 5 years’ experience in a similar Secretarial or Executive Assistant role;
• Advanced skills with Microsoft Office Suite: Outlook, Word, Excel and PowerPoint;
• Strong written and verbal communication skills;
• Strong financial and business acumen and the ability to use this skill to effectively support the reporting requirements;
• Exceptional time management skills with multi-tasking ability and superior attention to detail;
• Strong critical thinking and interpersonal skills with the ability to maintain professionalism whilst liaising with senior leaders and external parties under challenging circumstances;
• The ability to effectively influence / communicate at all levels within the business.
• Professional etiquette and presentation;
• Good judgment in following up with staff to ensure deadlines are met;
• The ability to handle confidential and sensitive information with poise, discretion, tact and diplomacy;
• An adaptable, flexible and ‘can-do’ attitude; and
• Previous experience working in a Public Company and the Company Secretarial function is preferred but not essential.

About our Company:

IPH Limited is the holding company for intellectual property (“IP”) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide.

We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

About our Benefits:

• Competitive annual remuneration and benefits package including 13th Month Bonus and Variable Performance Bonus in a stable, market leading IP service group.
• Annual Leave, Birthday Leave, Global Mobility, and other benefits.
• Global award-winning environment with exposure to international colleagues and culture.
• Comprehensive mentorship, training, and career development opportunities.
• A supportive, flexible, and inclusive work environment.

We welcome applications from all qualified individuals. Accommodations are available on request for candidates taking part in all aspects of the selection process.

We thank all applicants in advance for their interest; however, only those candidates selected for an interview will be contacted.