Executive Assistant

TPC Energy Corporation; Taguig; Hybrid; PHP 360,000 - 480,000; Full time

Job summary

TPC Energy Corporation seeks an experienced Executive Assistant to support the President in Manila. The role manages the President’s calendar, coordinates meetings, handles confidential communications, and ensures smooth travel arrangements and office operations.

The successful candidate will demonstrate strong organizational, communication, and discretion, with the ability to work across departments and with external stakeholders in a fast-paced environment.

Qualifications

• Proven experience in executive assistance or similar role.
• Excellent organisational, time management, and communication skills.
• Ability to handle confidential information with discretion and professionalism.

Responsibilities

• Manage President's calendar, appointments, and daily schedule.
• Coordinate executive meetings, agendas, minutes, and follow-ups.
• Prepare reports, letters, and other executive documents.
• Arrange local and international travel itineraries and logistics.
• Serve as primary contact between President and internal/external stakeholders.
• Oversee office operations and facilities coordination.

Skills

Calendar management

Executive support

Communication

Coordination

Travel arrangements

Document handling

Discretion

Time management

Tools

MS Office

Travel booking tools

Job description

About the role

The Executive Assistant to the President provides high-level executive, administrative, and coordination support to the President of TPC Energy Corporation. The role ensures the efficient management of the President's schedule, executive communications, meetings, travel arrangements, confidential information, and administrative requirements. This position also supports corporate initiatives, facilitates communication across departments, and oversees administrative matters relating to office operations and facilities.

Key responsibilities

• Manage the President's calendar, appointments, meetings, and daily schedule.
• Coordinate executive meetings, including venue arrangements, parking, agendas, presentations, meeting minutes, action items, and follow-ups.
• Manage incoming and outgoing correspondence and ensure timely responses and appropriate coordination.
• Prepare, review, and organise reports, presentations, letters, memoranda, and other executive documents.
• Monitor pending requests, commitments, and deliverables to support timely completion.
• Serve as the primary point of contact between the President and internal departments, business units, and external stakeholders.
• Coordinate business activities, executive engagements, special projects, corporate events, and official engagements.
• Arrange local and international travel itineraries, including flights, accommodation, transportation, and other logistical requirements.
• Maintain organised filing and documentation systems for contracts, reports, correspondence, and confidential company records.
• Ensure documents are properly recorded, filed, distributed, retrieved, and securely handled.
• Monitor the submission of reports and corporate requirements and maintain updated records, databases, and reference materials.
• Oversee the day-to-day administrative requirements of the President's Office.
• Coordinate with building administration and support departments regarding office facilities, maintenance, and administrative concerns.
• Monitor office and pantry supplies, including inventory levels, purchasing requirements, and replenishment.
• Prepare Purchase Requisitions, monitor purchases, and process Material Goods Receipts in accordance with company procedures.
• Maintain office floor seating arrangements and meeting room schedules.
• Coordinate housekeeping and general office maintenance to support a safe, clean, and organised working environment.
• Assist the President in monitoring special projects, business initiatives, and departmental deliverables.

What we're looking for

• Proven experience in executive assistance, administrative coordination, or a similar support role.
• Excellent organisational, time management, communication, and coordination skills.
• Strong attention to detail and the ability to manage multiple priorities effectively.
• Professionalism, discretion, and sound judgement when handling confidential information.
• Strong written and verbal communication skills, with the ability to coordinate effectively across departments and with external stakeholders.
• Proficiency in preparing reports, presentations, correspondence, meeting documentation, and administrative records.
• Ability to arrange travel, coordinate meetings and events, monitor deliverables, and maintain accurate filing systems.
• Ability to work independently, anticipate administrative requirements, and follow through on commitments.
• Working knowledge of office administration, purchasing processes, facilities coordination, and records management.