Executive Assistant for VP of Finance

Top1Movers Worldwide Inc.; Manila; On-site; PHP 600,000 - 1,100,000; Full time

Job summary

Top1Movers Worldwide Inc. is seeking an Executive Assistant to the Vice President of Finance to provide high-level administrative, coordination, and confidential support. The role manages schedules, prepares materials, and coordinates travel while safeguarding sensitive financial information.

The position includes finance coordination, reporting support, and liaison with senior management, auditors, banks, and external partners. Office-based with occasional extended hours during audits.

Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, Management or related field.
• 3–5 years of experience in executive support or similar roles, preferably supporting senior finance staff.
• Strong organizational, written and verbal communication, and discretion.

Responsibilities

• Manage and maintain the VP of Finance’s calendar, appointments, and meeting schedules.
• Prepare meeting agendas, presentations, and briefing materials.
• Take accurate minutes of meetings and ensure timely follow-up on action items.
• Handle confidential communications and travel arrangements; coordinate domestic and international travel.
• Assist in preparation, consolidation, and tracking of financial reports, budgets, and forecasts.

Skills

Executive support

Calendar management

Communication

Discretion

MS Office

Education

Bachelor’s degree in Business Administration/Accounting/Finance/Management

Tools

MS Office (Excel, Word, PowerPoint, Outlook)

Job description

The Executive Assistant to the Vice President of Finance provides high-level administrative, coordination, and confidential support to the VP of Finance. The role ensures efficient day-to-day operations of the Finance leadership by managing schedules, correspondence, reports, meetings, and sensitive financial information, while acting as a key liaison between the VP of Finance and internal and external stakeholders.

II. KEY DUTIES AND RESPONSIBILITIES

A. Executive & Administrative Support

• Manage and maintain the VP of Finance’s calendar, appointments, and meeting schedules

• Prepare meeting agendas, presentations, and briefing materials

• Take accurate minutes of meetings and ensure timely follow-up on action items

• Handle incoming and outgoing communications, prioritizing urgent and confidential matters

• Coordinate domestic and international travel arrangements, including itineraries and expense reports

B. Finance Coordination & Reporting Support

• Assist in the preparation, consolidation, and tracking of financial reports, budgets, and forecasts

• Monitor submission deadlines for financial reports and ensure compliance

• Coordinate with Accounting, Treasury, Audit, and Tax teams for required documentation

• Maintain organized filing systems for financial records, contracts, and regulatory documents

• Track departmental KPIs, projects, and deliverables for the VP of Finance

C. Communication & Stakeholder Management

• Act as liaison between the VP of Finance and senior management, department heads, auditors, banks, and external partners

• Screen and respond to inquiries on behalf of the VP of Finance when appropriate

• Facilitate effective communication between Finance and other departments

D. Confidentiality & Compliance

• Handle highly confidential financial, payroll, and strategic information with discretion

• Ensure compliance with company policies, internal controls, and regulatory requirements

• Support internal and external audits by coordinating documentation and schedules

E. Special Projects & Process Improvement

• Assist in special finance-related projects, presentations, and strategic initiatives

• Identify opportunities to improve administrative and reporting processes within the Finance department

• Support automation and system enhancements as assigned

III. QUALIFICATIONS

A. Education

• Bachelor’s degree in Business Administration, Accounting, Finance, Management, or related field

B. Experience

• At least 3–5 years of experience as an Executive Assistant, Senior Administrative Assistant, or similar role

• Prior experience supporting senior executives, preferably in Finance or Accounting

C. Skills & Competencies

• Strong organizational, time management, and multitasking skills

• Excellent written and verbal communication skills

• High level of discretion and professionalism

• Proficient in MS Office (Excel, Word, PowerPoint, Outlook)

• Strong attention to detail and analytical skills

• Ability to work independently and handle pressure with minimal supervision

IV. WORKING CONDITIONS

• Office-based with occasional extended hours during reporting or audit periods

• May require coordination outside regular office hours due to executive schedules

V. PERFORMANCE INDICATORS (KPI-BASED)

• Timely and accurate preparation of executive reports and materials

• Effectiveness in schedule and meeting management

• Accuracy and confidentiality of handled documents

• Responsiveness to stakeholders

• Compliance with deadlines and finance requirements