Executive Assistant

Private Advertiser; Taytay; On-site; PHP 240,000 - 480,000; Full time

Job summary

Private Advertiser in the Philippines seeks an Executive Assistant to provide high-level administrative support to assigned executives and department heads. You will manage calendars, coordinate meetings, prepare reports and presentations, and facilitate cross-department communication.

This role also involves tracking projects, following up on action items, and handling confidential information with discretion.

Qualifications

• Bachelor's degree in HR, psychology, business, or related field.
• Experience in HR is preferred.
• Excellent communication and organizational skills.
• Ability to maintain strict confidentiality.

Responsibilities

• Manage executive calendars, appointments, meetings, and travel arrangements.
• Prepare reports, presentations, correspondence, memoranda, and other executive documents.
• Screen and prioritize incoming calls, emails, and communications.
• Maintain organized schedules and ensure timely completion of executive commitments.
• Serve as liaison between executives, departments, employees, clients, suppliers, and external stakeholders.
• Maintain executive records, reports, contracts, and confidential documents.
• Prepare periodic reports and management updates.
• Assist in HR coordination and employee relations activities.

Skills

Communication

Organizational skills

Discretion

HR awareness

Education

Bachelor's Degree in HR / Psychology / Business Administration or related field

Job description

Job Summary

The Executive Assistant provides high-level administrative, operational, and executive support to assigned executives and department heads. The role is responsible for managing schedules, coordinating meetings, preparing reports and correspondence, monitoring projects and action items, and facilitating communication between departments

Key Responsibilities

1. Executive and Administrative Support

   • Manage executive calendars, appointments, meetings, and travel arrangements.
   • Prepare reports, presentations, correspondence, memoranda, and other executive documents.
   • Screen and prioritize incoming calls, emails, and communications.
   • Maintain organized schedules and ensure timely completion of executive commitments.
   • Handle confidential and sensitive information with professionalism and discretion.

2. Meeting and Event Coordination

   • Schedule and coordinate meetings, conferences, and company events.
   • Prepare agendas, meeting materials, and supporting documents.
   • Record and distribute meeting minutes and action items.
   • Monitor follow-through on assigned tasks and commitments.

3. Project and Task Management

   • Assist in monitoring projects, initiatives, and departmental objectives.
   • Track deadlines, deliverables, and progress of assigned projects.
   • Coordinate with various departments regarding executive directives and requirements.
   • Follow up on pending tasks and ensure timely completion.

4. Communication and Coordination

   • Serve as a liaison between executives, departments, employees, clients, suppliers, and external stakeholders.
   • Facilitate effective communication across departments and organizational levels.
   • Assist in resolving administrative concerns and operational issues.
   • Coordinate requests and ensure proper dissemination of information.

5. Documentation and Records Management

   • Maintain executive records, reports, contracts, and confidential documents.
   • Ensure proper filing, organization, and safekeeping of records.
   • Prepare summaries, reports, and presentations for management review.
   • Assist in data gathering and research activities as required.

6. Reporting and Administrative Functions

   • Prepare periodic reports and management updates.
   • Assist in monitoring departmental performance indicators and objectives.
   • Support executive decision-making through information gathering and analysis.
   • Perform other duties and special projects as assigned by management.

7. HR Coordination

   • Coordinate recruitment, employee engagement, and employee relations activities.
   • Assist in tracking HR initiatives and departmental projects.
   • Support implementation of HR policies and programs.

8. Communication and Documentation

   • Serve as liaison between the HR Department and other departments.
   • Prepare meeting minutes and monitor action plans.
   • Maintain confidentiality of sensitive employee information.

9. Reporting and Administrative Functions

   • Assist in preparing workforce and HR analytics reports.
   • Monitor departmental deadlines and deliverables.
   • Support special projects assigned by the VP for HR.

Qualifications

• Bachelor's Degree in Human Resources, Psychology, Business Administration, or related field.
• Experience in Human Resources is preferred.
• Excellent communication and organizational skills.
• Ability to maintain strict confidentiality.