Executive Assistant (Quezon City)

Pioneer Adhesives Inc. (formerly Republic Chemical Industries Inc.); Quezon City; On-site; PHP 260,000 - 420,000; Full time

Job summary

Pioneer Adhesives Inc. in Metro Manila is seeking an experienced Executive Assistant to support an executive with calendar, travel, and communications responsibilities. You will manage meetings, prepare reports, and handle confidential information with discretion.

Ideal candidates have 3–5 years in administrative and executive support roles, with strong scheduling, organization, and communication skills. The position involves on-site work and office coordination.

Qualifications

• Three to five years of administrative experience.
• Three to five years of executive assistant experience.
• Experience managing multiple calendars.
• Experience booking travel.

Responsibilities

• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents.
• Prepares reports by collecting and analyzing information.
• Welcomes guests and customers by greeting them, in person or on the telephone, and answering inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by following up subordinates on results.
• Contributes to team effort by accomplishing related results as needed.
• Provides historical reference by developing filing and retrieval systems.
• Maintains office supplies inventory and equipment maintenance.
• Attends educational workshops and improves professional knowledge.
• Provides general administrative support.

Skills

Written communication

Verbal communication

Reporting skills

Scheduling

Time management

Organization

Travel logistics

Office equipment maintenance

Meeting coordination

Calendar management

Education

Bachelor’s degree preferred

Tools

Microsoft Office

Job description

Job description:

Roles and Responsibilities

• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; and initiating telecommunications.
• Prepares reports by collecting and analyzing information.
• Welcomes guests and customers by greeting them, in person or on the telephone, and answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by following up subordinates on results asked by the executive.
• Contributes to team effort by accomplishing related results as needed.
• Secures information by completing database backups.
• Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
• Opening, sorting and distributing incoming internal and confidential documents, emails, and other correspondence.
• Provide general administrative support.

Ad hoc duties:

• Special events assistance ensuring logistics, meeting venue, registrations, equipment are in order.
• Special documents like creating reports and conducting correspondence, spreadsheets or confidential memos.
• Special assistance primarily focused on helping the executive with his travel plans, responding inquiries during the absence of the executive, updating software or other technologies and doing personal errands.

Qualifications and Education Requirements

• Bachelor’s degree preferred, but not required
• Three to five years of administrative experience
• Three to five years of executive assistant experience
• Experience managing multiple calendars
• Experience booking travel

Preferred Skills

• Written and verbal communication skills
• Reporting skills
• Supply management
• Scheduling
• Computer software skills including Microsoft Office
• Organization skills
• Time management skills
• Presentation skills
• Office equipment maintenance
• Travel logistics