Executive Assistant (Admin & HR Support)

Private Advertiser; Taguig; Presencial; PHP 360.000 - 540.000; Jornada completa

Descripción de la vacante

Private Advertiser in Manila requires an experienced executive assistant to provide high-quality administrative and HR support across Manila, US, and Canada time zones. You will manage calendars, communications, employee records, expenses, and confidential information with professionalism and discretion.

You will coordinate interviews, prepare onboarding documents, assist with payroll and statutory requirements, and liaise with vendors and service providers.

Formación

• Bachelor's degree in Business Administration, HR Management, Office Administration, Psychology, or a related field.
• At least one year of relevant experience in executive support, administrative assistance, HR support, or similar roles.
• Experience supporting a business owner or senior executive is highly preferred.

Responsabilidades

• Manage executives' calendars across multiple time zones.
• Schedule and coordinate job interviews including invitations and links.
• Handle business correspondence, draft emails, and coordinate communications with stakeholders.
• Prepare liquidation reports for cash advances and expenses, ensuring receipts are complete.
• Prepare meeting agendas, reports, and presentation materials.
• Support HR activities such as posting job ads, screening applicants, and onboarding documents.
• Maintain employee records, attendance, and leave tracking.
• Assist with payroll preparation and statutory requirements (SSS, PhilHealth, Pag-IBIG).
• Coordinate with vendors and service providers.
• Monitor action items and deadlines with timely follow-ups.
• Arrange travel and meetings, handling logistical needs.
• Provide general executive assistance to manage changing priorities.

Conocimientos

Executive support

English communication

Time management

Independent work

Educación

Bachelor's degree in Business Administration / HRM / Office Admin / Psychology

Herramientas

MS Office

Google Workspace

Descripción del empleo

About the role

Provide high-quality executive, administrative, and HR support to help manage day-to-day priorities across Manila, US, and Canada time zones. This role coordinates schedules, communications, documents, employee records, expenses, and operational requirements while handling confidential information with professionalism and discretion.

Key responsibilities

• Manage executives' calendars, appointments, meetings, reminders, and daily schedules across multiple time zones.

• Schedule and coordinate job interviews, including sending invitations, confirming candidates, and sharing meeting links.

• Handle business correspondence, draft emails, and coordinate communications with internal and external stakeholders.

• Prepare liquidation reports for cash advances and business expenses, ensuring receipts are complete and submitted on time.

• Prepare meeting agendas, reports, presentation materials, and other business documents.

• Support HR activities such as posting job advertisements, screening applicants, and preparing onboarding documents.

• Maintain complete and organized employee 201 files, attendance records, and leave tracking.

• Assist with payroll preparation and SSS, PhilHealth, and Pag-IBIG requirements.

• Coordinate with vendors, building administration, service providers, and other external contacts.

• Monitor action items, deadlines, and pending commitments, ensuring timely follow-ups.

• Arrange business travel, meetings, and other logistical requirements.

• Provide general executive and administrative support to help manage changing day-to-day priorities.

What we're looking for

• Bachelor's degree in Business Administration, Human Resource Management, Office Administration, Psychology, or a related course.

• At least one year of relevant experience in executive assistance, administrative support, HR assistance, or a similar role.

• Experience supporting a business owner, founder, or senior executive is highly preferred.

• Experience preparing liquidation reports and handling petty cash is an advantage.

• Strong written and verbal communication skills in English.

• Proficiency in Microsoft Office or Google Workspace, particularly email, calendars, spreadsheets, and presentations.

• Excellent organizational, time-management, multitasking, and coordination skills.

• Initiative, sound judgment, and the ability to work independently with minimal supervision.

• Ability to handle confidential information with professionalism and discretion.

• Willingness to be reachable outside regular office hours, including evenings and weekends, to support US and Canada time zones.

• Background in BPO, recruitment, or HR is a plus but not required.