Executive Assistant to the Directress

Rephil Station Inc.; Metro Manila; Sur place; PHP 446 000 - 759 000; Plein temps

Résumé du poste

Rephil Station Inc. is seeking an Executive Assistant to provide high-level administrative support to the Director.

The role focuses on managing the Director’s schedule, handling confidential communications, preparing reports, and coordinating across departments to ensure timely execution of directives. The candidate will draft correspondence, attend meetings on behalf of the Director when needed, and maintain organized records.

Qualifications

• Bachelor’s degree in Business Administration or related field.
• 2–3 years of experience as Executive Assistant, Personal Assistant, Administrative Assistant, or similar.
• Strong Organizational and time-management skills.
• Excellent written and verbal communication.
• Proficiency in MS Office applications: Word, Excel, PowerPoint, Outlook.

Responsabilités

• Manage the Director’s schedule: meetings, conferences, appointments, and travel.
• Conserve the Director’s time by screening and routing communications.
• Draft letters, memoranda, reports, and presentations for approval.
• Read and analyze submissions to determine distribution and significance.
• Coordinate and facilitate communications on behalf of the Director.
• Attend meetings and represent the Director when authorized.
• Maintain confidentiality of sensitive information and records.
• Coordinate projects and monitor deliverables across departments.
• Prepare reports by organizing and analyzing data.

Connaissances

Organizational skills

Time management

Communication

Interpersonal skills

Formation

Bachelor’s degree in Business Administration/Management/Office Administration

Outils

Microsoft Office

Description du poste

The Executive Assistant to the Director provides high-level administrative and executive support to ensure the efficient management of the Director’s schedule, communications, records, projects, and office operations. The position acts as a key liaison between the Director and internal and external stakeholders, handling confidential information and matters requiring executive attention.

Job Description:

• Manage the Director’s schedule, including meetings, conferences, appointments, and travel arrangements.

• Conserve the Director’s time by reviewing, researching, routing, and responding to correspondence and other communications as appropriate.

• Draft letters, memoranda, reports, presentations, and other documents for the Director’s review and approval.

• Read and analyze incoming memoranda, submissions, and reports to determine their significance and proper distribution.

• Initiate and facilitate telecommunications, calls, and other official communications on behalf of the Director.

• Represent the Director by attending meetings and coordinating activities in the Director’s absence, when authorized.

• Attend to internal and external customers’ concerns requiring executive decision, action, or intervention.

• Maintain strict confidentiality of sensitive information, documents, business matters, and executive communications.

• Coordinate and monitor projects by assigning tasks to concerned departments and following up on deliverables and results.

• Prepare reports by gathering, organizing, and analyzing relevant information for management review.

• Maintain an organized filing and retrieval system for important documents, records, and historical references.

• Record and maintain accurate minutes, notes, and discussions from meetings and conferences.

• Secure important information by ensuring proper document backups, records management, and controlled access to files.

• Support the development and implementation of policies, procedures, and systems that promote productive and efficient office operations.

• Disseminate memoranda and official communications upon HDI approval and ensure proper distribution to concerned personnel or departments.

• Coordinate with various departments to ensure timely completion of executive directives and requests.

• Monitor pending matters and provide timely follow-ups to concerned individuals or departments.

• Perform other duties and responsibilities that may be assigned by the Director or management from time to time.

Job Qualifications:

• Bachelor’s degree in Business Administration, Management, Office Administration, or any related field.

• With at least 2–3 years of experience as an Executive Assistant, Personal Assistant, Administrative Assistant, or similar role.

• Strong organizational, administrative, and time-management skills.

• Excellent written and verbal communication skills.

• Highly proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.

• Strong ability to prepare professional correspondence, reports, presentations, and business documents.

• Excellent attention to detail and ability to manage multiple priorities and deadlines.

• Strong interpersonal and coordination skills with the ability to communicate effectively with executives, employees, clients, and external stakeholders.

• Ability to represent the Director professionally in meetings and official functions when authorized.