Executive Assistant

Trade Mate Distribution Inc.; Valenzuela; On-site; PHP 360,000 - 600,000; Full time

Job summary

Trade Mate Distribution Inc. is seeking an experienced Executive Assistant to provide professional, confidential administrative support to the Executive. This role ensures schedules, communications, documents, meetings, and requirements are coordinated and completed on time.

The successful candidate will manage calendars, prepare reports and presentations, handle communications, coordinate travel, maintain confidential files, and support project deadlines with discretion and accuracy.

Responsibilities

• Manage the Executive's daily calendar, appointments, meetings, and schedules.
• Coordinate meetings and prepare necessary documents, agendas, and materials.
• Prepare correspondence, reports, presentations, minutes, and other executive documents.
• Handle emails, calls, messages, and other communications as directed by the Executive.
• Monitor and follow up on pending tasks, requests, and action items.
• Coordinate with department heads, employees, clients, suppliers, and other stakeholders on behalf of the Executive.
• Arrange business travel, transportation, accommodations, and other logistical requirements when needed.
• Maintain organized and confidential executive files, records, and documents.
• Conduct research and gather information required for meetings, reports, and decision-making.
• Assist the Executive in monitoring projects, deadlines, and special assignments.
• Ensure that important deadlines, appointments, and commitments are properly tracked and communicated.
• Perform other related duties and special assignments as may be assigned by the Executive.

Job description

Job Summary

The Executive Assistant provides professional and confidential administrative support to the Executive. The position ensures that schedules, communications, documents, meetings, and executive requirements are properly coordinated and completed on time.

Duties and Responsibilities

• Manage the Executive's daily calendar, appointments, meetings, and schedules.

• Coordinate meetings and prepare necessary documents, agendas, and materials.

• Prepare correspondence, reports, presentations, minutes, and other executive documents.

• Handle emails, calls, messages, and other communications as directed by the Executive.

• Monitor and follow up on pending tasks, requests, and action items.

• Coordinate with department heads, employees, clients, suppliers, and other stakeholders on behalf of the Executive.

• Arrange business travel, transportation, accommodations, and other logistical requirements when needed.

• Maintain organized and confidential executive files, records, and documents.

• Conduct research and gather information required for meetings, reports, and decision-making.

• Assist the Executive in monitoring projects, deadlines, and special assignments.

• Ensure that important deadlines, appointments, and commitments are properly tracked and communicated.

• Perform other related duties and special assignments as may be assigned by the Executive.

Key Accountability

The Executive Assistant is accountable for providing accurate, timely, organized, and confidential support to the Executive and ensuring that assigned executive requirements and follow-ups are properly coordinated and completed.