Executive Office Associate

William Safeguards Inc.; Cebu City; On-site; PHP 450,000 - 750,000; Full time

Job summary

William Safeguards Inc. in Cebu City seeks a detail-oriented Executive Assistant to the Group Directors. You will support business management, projects, and HR matters, handling confidential information and coordinating with multiple Group companies.

You will manage calendars, prepare briefings, dashboards, and presentations, and assist with proposals and operational tasks. The role offers broad exposure to how businesses are managed and requires strong communication, organization, and integrity.

Qualifications

• Degree or diploma in business, finance, accounting, economics, management, communications, HR, engineering or information systems.
• Fresh graduates welcome; internship or leadership experience advantageous.
• Strong written and verbal communication; able to handle confidential information.

Responsibilities

• Support Directors with calendars, meetings, correspondence and priorities.
• Prepare concise briefings, emails, letters, presentations and notes.
• Maintain action trackers and coordinate with Group companies and external parties.
• Review management accounts, budgets and reports for decision support.
• Assist with recruitment, onboarding and HR communications.
• Provide discreet personal administrative support and confidentiality.

Skills

Executive support

Calendar management

Communication

Analytics

MS Word/Excel/PowerPoint

AI productivity tools familiarity

Education

Degree in Business/Finance/HR/Engineering/Information Systems

Tools

Microsoft Word

Excel

PowerPoint

Project management tools

Job description

About the role

Join the Group Executive Office and gain direct exposure to business management, projects, people operations and executive decision-making across multiple companies and industries. You will work directly with and support designated Directors of the Group in managing business priorities, executive administration, projects, Human Resources matters and approved confidential personal arrangements. The role is suitable for individuals who want broad exposure to how businesses are managed and who are prepared to take responsibility for demanding, varied and confidential assignments.

Key responsibilities

Executive and Management Support

• Support the Directors in managing calendars, meetings, correspondence, daily priorities and matters requiring attention or follow-up.
• Prepare concise briefings, summaries, emails, letters, presentations, meeting materials and action notes.
• Maintain action trackers, monitor deadlines and coordinate with managers, employees, Group companies and external parties to ensure that decisions and instructions are followed through.

Business Analysis and Management Reporting

• Review management accounts, budgets, forecasts, operational reports and key performance information; prepare dashboards and management summaries and highlight significant variances, trends, risks or delays.
• Research industries, competitors, technologies, market developments and business opportunities, and convert complex information into clear decision-support materials.

Proposals, Projects and Business Development

• Assist in preparing business proposals, tender submissions, client presentations, commercial documents, pricing comparisons, cost calculations and supporting schedules.
• Coordinate inputs, reviews, approvals and submission deadlines across operational, technical, finance and business-development teams.
• Support business-improvement projects, technology implementations, new ventures and strategic initiatives by maintaining plans, timelines, deliverables, risks and progress updates.

Human Resources Coordination

• Support recruitment, candidate assessments, onboarding, offboarding and employee communications.
• Prepare HR correspondence and consolidate headcount, payroll, attendance, leave and staffing information for management reporting.
• Assist with employee engagement, training, performance-review administration, HR documentation, audits and follow-up on people-related matters.

Personal Administrative Support

• Provide discreet and reasonable support for approved personal administrative matters, including travel, appointments, reservations, renewals, purchases, gifts, deliveries and recurring arrangements.
• Maintain confidentiality and appropriate separation and documentation between corporate and personal matters.

Executive Office Administration

• Maintain calendars, trackers, records and document repositories.
• Help improve Executive Office processes and support urgent or time-sensitive assignments when required.

About you

• Degree or diploma in Business, Finance, Accounting, Economics, Management, Communications, Human Resources, Engineering, Information Systems or a related discipline
• Fresh graduates are welcome; relevant internship, leadership, project or extracurricular experience would be advantageous
• Strong written and verbal communication skills, with the ability to prepare clear and professionally presented documents
• Good analytical, research and problem-solving ability, together with confidence working with financial, operational and commercial information
• Proficiency in Microsoft Word, Excel and PowerPoint or equivalent applications; familiarity with artificial-intelligence productivity tools or project-management applications would be an advantage
• Strong organization, time management and attention to detail, with the ability to manage competing deadlines and changing priorities
• High integrity, discretion, accountability and professionalism when handling confidential business, employee and personal information
• Willingness to undertake both analytical assignments and routine administrative work