Executive Assistant & Communications and Engagement Associate

Filinvest Business Services Corporation; Manila; On-site; PHP 420,000 - 540,000; Full time

Job summary

Filinvest Business Services Corporation in Manila is seeking an Executive Assistant & Communications and Engagement Associate to provide high-level administrative support to senior executives and help plan internal communications and employee programs.

You will manage calendars, coordinate meetings, prepare briefs and minutes, draft communications, support engagement activities, and work with multiple teams with discretion and professionalism.

Qualifications

• Bachelor's degree in Communications or related field.
• Strong written and verbal communication skills.
• Excellent organizational and time-management abilities.
• Experience coordinating events and managing multiple priorities.

Responsibilities

• Manage the executive's calendar and coordinate meetings.
• Prepare briefs, minutes, and materials for leadership meetings.
• Draft internal communications and manage employee engagement content.
• Support employee engagement activities and company events.
• Ensure confidential handling of information and coordinate with cross-functional teams.

Skills

Communication skills

Organization

Time management

Interpersonal skills

Presentation materials

Event planning

Project coordination

Discretion

Stakeholder coordination

Education

Bachelor's degree in Communications, Business Administration, Management, Marketing

Tools

Microsoft Office

Job description

Job Summary

The Executive Assistant & Communications and Engagement Associate provides high-level administrative and coordination support to senior executives while also contributing to the planning and execution of internal communications, employee engagement, and organizational initiatives. This role requires exceptional organizational and communication skills, strong attention to detail, discretion in handling confidential information, and the ability to manage multiple priorities in a fast-paced environment. The position serves as a trusted partner to the executive while working closely with various teams to ensure effective communication, seamless coordination, and meaningful employee engagement.

Duties and Responsibilities

Key Functions, Duties and Responsibilities:

1)Executive & Calendar Management

• Organizesand maintains the executive’s calendar, appointments, meetings, and commitments
• Schedulesmeetings, conferences, and other engagements, ensuring proper coordination withinternal and external stakeholders
• Managesschedule conflicts, changes, and rescheduling requirements
• Providesreminders and ensures the executive is properly briefed on upcoming commitments
• Helpsprioritize appointments and engagements based on business needs and urgency

2)Meeting Coordination & Executive Support

• Coordinatesmeetings from end to end, including invitations, agendas, materials, venue,technology, and other requirements
• Preparesmeeting briefs, presentations, reference materials, and other documents asneeded
• Takesmeeting minutes and documents key decisions, action items, owners, anddeadlines
• Tracksand follows up on action items to help ensure timely completion
• Providesadministrative and coordination support for management and leadership meetings

3)Documentation & Records Management

• Prepares,organizes, and maintains reports, presentations, correspondence, and otherexecutive documents
• Maintainsaccurate and organized physical and digital filing systems
• Handlesconfidential and sensitive information with a high level of discretion
• Ensuresdocuments are accurate, complete, properly formatted, and readily accessible
• Supportsthe preparation of executive reports, presentations, briefing notes, andmanagement materials

4)Communications Support

• Draftsand coordinates internal communications, announcements, emails, messages, andother communication materials
• Supportsthe development of communication plans for organizational initiatives,programs, and employee activities
• Coordinateswith relevant teams to gather information, validate content, and ensure timelyrelease of communications
• Helpsmaintain consistency in messaging, tone, and organizational branding
• Assistsin managing communication channels and content calendars, as applicable

5)Employee Engagement & Events

• Supportsthe planning and execution of employee engagement activities, company events,campaigns, and organizational programs
• Coordinatesevent logistics, suppliers, venues, materials, invitations, registration, andother requirements
• Developsor coordinates employee-facing materials such as posters, emailers,announcements, FAQs, and event communications
• Workswith employee groups, committees, and cross-functional teams to supportengagement initiatives
• Helpsgather employee feedback and participation data and assists in preparingpost-event reports and insights
• Contributesideas and initiatives that strengthen employee experience, connection, andorganizational culture

Technical Competencies and Skills

Bachelor’s degree in Communications, Business Administration, Management, Marketing

Education, Trainings and Licenses Required

• Strong written and verbal communication skills
• Excellent organizational and time-management skills with strong attention to detail
• Ability to manage multiple priorities and work effectively under pressure
• Strong interpersonal skills and ability to work with stakeholders across different levels of the organization
• Proficient in Microsoft Office, particularly Outlook, PowerPoint, Word, and Excel
• Experience in developing presentations, communication materials, and employee engagement content is an advantage
• Experience in event planning and project coordination is an advantage
• Proactive, resourceful, dependable