Executive Assistant to Managing Director

IPH Limited; Taguig; On-site; PHP 600,000 - 840,000; Full time

Benefits offered by this job

13th Month Bonus

Variable Performance Bonus

Annual Leave

Birthday Leave

Global Mobility

Mentorship

Career Development

Job summary

IPH Limited in the Philippines is seeking an Executive Assistant on a 12-month contract to support the Managing Director. You will proactively plan and manage administrative tasks, prioritise work, and ensure timely progress.

Key duties include managing calendars and inboxes, coordinating meetings and events, preparing minutes and board papers, arranging travel, and processing expenses. The role requires 5+ years of secretarial or EA experience and advanced Microsoft Office skills.

Qualifications

• Minimum 5 years’ experience in secretarial or EA roles.
• Advanced Microsoft Office skills required.
• Strong written and verbal communication.
• Ability to handle confidential information with discretion.
• Excellent time management and multitasking.

Responsibilities

• Provide executive support to the Managing Director including calendar and inbox management.
• Coordinate meetings and events, arrange catering and venues.
• Prepare minutes and circulate to attendees.
• Coordinate Board meeting documentation.
• Prepare, assemble, and distribute PowerPoint presentations.
• Arrange travel and accommodations for the Managing Director.
• Process expense claims and credit card reconciliations promptly.
• Manage delegated approvals and escalate deadlines.
• Gather information from stakeholders to support goals.
• Prepare high-quality correspondence and reports.

Skills

Communication skills

Time management

Interpersonal skills

Discretion and professionalism

Professional etiquette

Tools

Outlook

Word

Excel

PowerPoint

Job description

As the Executive Assistant (12 months contract), you will be responsible for managing and supporting the administrative functions for the Managing Director. You will provide support by proactively planning and managing administrative and organisational tasks, prioritising task lists and following up where required to ensure work is progressed within defined timeframes.

Key responsibilities

• Provide executive level support to the Managing Director including calendar and inbox management whilst ensuring that you keep the Managing Director advised of time-sensitive and priority issues
• Coordinate meetings and events such as all staff meetings, conference attendance, corporate events etc. including booking facilities, organising catering, preparing rooms for meetings and distributing agenda and relevant papers to attendees ahead of the meetings
• Prepare minutes of meetings attended, and circulate the documents to the relevant parties
• Coordinate and collate documentation for Board and other meetings across the Company
• Manage the preparation, collation and distribution of PowerPoint presentations where required
• Coordinate and manage all travel and accommodation arrangements for the Managing Director where required
• Process all expense claims and credit card reconciliations for the Managing Director in a timely manner
• Manage delegated authority/approvals at the Managing Directors discretion
• Gather information from stakeholders within the business as needed to assist in meeting goals and objectives. Consolidate this information and conduct analysis where needed
• Prepare documentation including correspondence and reports to a very high standard

About you

• A minimum of 5 years' experience in a similar Secretarial or Executive Assistant role
• Advanced skills with Microsoft Office Suite: Outlook, Word, Excel and PowerPoint
• Strong written and verbal communication skills
• Strong financial and business acumen and the ability to use this skill to effectively support the reporting requirements
• Exceptional time management skills with multi-tasking ability and superior attention to detail
• Strong critical thinking and interpersonal skills with the ability to maintain professionalism whilst liaising with senior leaders and external parties under challenging circumstances
• The ability to effectively influence / communicate at all levels within the business
• Professional etiquette and presentation
• Good judgment in following up with staff to ensure deadlines are met
• The ability to handle confidential and sensitive information with poise, discretion, tact and diplomacy

About us

IPH Limited is the holding company for intellectual property (IP) and associated companies offering a wide range of IP services and products. IPH companies employ a highly skilled multidisciplinary team of approximately 1600 people in Australia, New Zealand, Canada, Singapore, Malaysia, China, Indonesia, Thailand, Philippines and Hong Kong. IPH companies service a diverse client base of Fortune Global 500 companies, multinationals, public sector research organisations, SMEs and professional services firms worldwide. We are passionate about what we do and what we can achieve. The IPH Group is committed to promoting and maintaining a workplace culture of shared respect across companies to enable us all to feel valued and be the best we can be.

• Competitive annual remuneration and benefits package including 13th Month Bonus and Variable Performance Bonus in a stable, market leading IP service group
• Annual Leave, Birthday Leave, Global Mobility, and other benefits
• Global award-winning environment with exposure to international colleagues and culture
• Comprehensive mentorship, training, and career development opportunities
• A supportive, flexible, and inclusive work environment