Executive Assistant - Legal & Corporate Affairs

INGCOPH TRADERS INC.; Caloocan; On-site; PHP 420,000 - 600,000; Full time

Job summary

INGCO PH TRADERS INC. is seeking an experienced Executive Assistant to support top management with calendar management, document preparation, and confidential file handling.

The role involves coordinating with department heads, preparing strategic materials, and managing travel and engagements. The ideal candidate has a legal background or JD, 3+ years of executive support experience, and strong organizational and communication skills.

Qualifications

• Bachelor's degree in Legal Management, Political Science, Business Admin, or related field.
• Law degree/Juris Doctor or legal background highly preferred.
• At least 3 years of experience as an Executive Assistant or similar role.
• Experience supporting senior executives or top management is an advantage.
• Strong understanding of corporate and legal concepts; contract review experience is a plus.
• Excellent written and verbal communication; highly organized and discreet.

Responsibilities

• Manage and coordinate the Executive's calendar, appointments, meetings, and engagements.
• Prepare agendas, presentations, reports, minutes, and other executive documents.
• Monitor and follow up on action items and deadlines assigned by the Executive.
• Coordinate with department heads on matters requiring Executive attention.
• Draft correspondence, memoranda, notices, and other business communications.
• Organize confidential executive files and maintain records.
• Assist in preparing management reports and business materials.
• Coordinate meetings, travel arrangements, and other executive requirements.
• Screen and prioritize communications addressed to the Executive.
• Conduct basic legal research and summarize relevant laws and issues.
• Monitor corporate compliance requirements and regulatory deadlines.
• Coordinate with external lawyers and legal service providers when needed.
• Monitor pending legal matters and escalate as appropriate.

Skills

Executive support

Time management

Attention to detail

Discretion

Verbal communication

Education

Bachelor's degree in Legal Management, Political Science, Business Admin, or related field

Law degree/Juris Doctor or legal background

Tools

Microsoft Office

Google Workspace

Job description

Key Responsibilities

Executive Support

• Manage and coordinate the Executive's calendar, appointments, meetings, and engagements.

• Prepare meeting agendas, presentations, reports, minutes, and other executive documents.

• Monitor and follow up on action items, commitments, and deadlines assigned by the Executive.

• Coordinate with department heads and key personnel regarding matters requiring Executive Management's attention.

• Draft correspondence, memoranda, notices, and other business communications.

• Organize and maintain confidential executive files, records, and documents.

• Assist in preparing presentations, management reports, and business‑related materials.

• Coordinate meetings, business appointments, travel arrangements, and other executive requirements.

• Screen, prioritize, and coordinate communications and requests addressed to the Executive.

• Conduct research and gather information needed by the Executive for business decisions.

• Handle highly confidential and sensitive information with discretion and professionalism.

Legal & Corporate Support

• Assist in reviewing contracts, agreements, memoranda, and other business documents for the Executive's consideration.

• Conduct basic legal research and prepare summaries of relevant laws, regulations, and legal issues.

• Assist in monitoring corporate compliance requirements, permits, registrations, and regulatory deadlines.

• Coordinate with external lawyers, legal consultants, government agencies, and other legal service providers when necessary.

• Maintain organized records of contracts, legal documents, corporate records, and related correspondence.

• Assist in preparing corporate resolutions, certifications, and other corporate documents.

• Monitor pending legal and compliance matters and provide updates to the Executive.

• Assist in identifying potential legal or compliance concerns and escalated them to the appropriate legal counsel or Executive Management.

• Coordinate the routing, signing, and safekeeping of contracts and other legal documents.

• Support the Executive in handling confidential corporate and legal matters.

Qualifications

• Bachelor's degree in Legal Management, Political Science, Business Administration, or a related field.

• Law degree/Juris Doctor or legal background is highly preferred.

• At least 3 years of experience as an Executive Assistant, Executive Secretary, Legal Assistant, Corporate Assistant, or similar role.

• Experience supporting senior executives, business owners, or top management is an advantage.

• Strong understanding of basic corporate and legal concepts.

• Experience in contract review, legal documentation, compliance, or coordination with legal counsel is an advantage.

• Excellent written and verbal communication skills.

• Strong organizational, time-management, and follow-through skills.

• Highly organized and detail-oriented.

• Able to handle confidential and sensitive information with a high degree of integrity.

• Proficient in Microsoft Office and Google Workspace.

• Willing to work on-site and adjust to the Executive's schedule when necessary.