Executive Office Associate

Abigail Farm Supply, Inc.; Hinoba-an; On-site; PHP 301,000 - 424,000; Full time

Job summary

Abigail Farm Supply, Inc. seeks a dependable Executive Office Associate to manage administrative tasks, coordinate schedules, and maintain records while safeguarding confidential information.

You will handle executive communications, travel arrangements, and invoices under the Administration Revolving Fund, support HR initiatives, and project a professional image in all interactions. This role requires organization, discretion, and a proactive mindset to ensure the smooth operation of the

Qualifications

• Graduate of Management, Business Administration, Entrepreneurship, Hospitality Management, or Financial Management.
• At least 300 hours of office practice (OJT) in a similar line of work.
• At least one year of experience in a similar job is advantageous.
• Proficient in MS Office, especially Excel and Word.

Responsibilities

• Manage executive communications as primary contact via calls, emails, and correspondence.
• Coordinate executive schedules and appointments.
• Maintain physical and digital office records and assets.
• Handle confidential information with discretion.
• Coordinate security, travel, permits, and licenses as needed.
• Provide courteous customer and guest support at reception.
• Represent the company professionally and uphold safety standards.
• Support HR initiatives and company activities.

Skills

Administrative skills

Coordination

Customer service

Attention to detail

Interpersonal skills

MS Office

Travel coordination

Discretion

Professional appearance

Learning mindset

Education

Bachelor’s degree in Management/Business Administration

Tools

MS Office Suite

Email tools

Mobile communication tools

Travel booking systems

Job description

Are you an organized and dependable individual with strong administrative and coordination skills? Do you excel at managing schedules, communications, documents, and office operations while providing reliable support to executives? Join us at Abigail Farm Supply, Inc. (AFSI), where your professionalism, attention to detail, and proactive approach will help ensure the smooth operation of the Executive Office.

We are looking for a dependable Executive Office Associate who can manage administrative tasks, coordinate schedules and communications, maintain records, handle confidential information, and support the operational needs of the Executive Office. If you are ready to take on a versatile role that combines administrative, coordination, customer service, and general office responsibilities, we want to hear from you!

The Impact You’ll Make

As our Executive Office Associate, you will help ensure that executives can focus on strategic decision-making while office operations, company assets, schedules, and administrative requirements are properly managed.

• Manage Executive Communications: Act as the primary point of contact for incoming calls, emails, and correspondence. Prioritize and filter communications based on urgency and importance.
• Coordinate Executive Schedules: Record, coordinate, organize, and monitor appointments and schedules of executive officers.
• Maintain Office Records and Organization: Keep physical and digital files, documents, and supplies organized and accessible, including real property, vehicle, and business permit files.
• Handle Confidential Information: Manage sensitive information with utmost discretion and maintain the privacy and integrity of the Executive Office.
• Manage the Administration Revolving Fund: Serve as custodian of the administration revolving fund for fuel, administrative supplies, office building repairs, and maintenance expenses.
• Coordinate Security Operations: Coordinate security guards’ duty schedules and general security routines, and report concerns or incidents to the guard’s agency.
• Monitor Reports and Liquidations: Check reports, including demo farm liquidations, and communicate relevant information to the President.
• Process Executive Office Requests: Ensure the timely processing and accomplishment of service requests under the jurisdiction of the Executive Office.
• Coordinate Business Travel: Arrange and coordinate travel reservations, bookings, confirmations, and related requirements while considering cost-effectiveness.
• Process Permits and Licenses: Coordinate and monitor the timely processing and renewal of permits and licenses with government entities and private service providers.
• Support Company Asset Maintenance: Address the needs of company assets promptly to help minimize depreciation and maintenance costs.
• Provide Customer and Guest Support: Provide courteous customer service and assist in managing traffic and guests in the reception area.
• Represent the Company Professionally: Maintain proper and professional representation of the company to the public.
• Observe Workplace Safety: Follow occupational safety and health standards in performing assigned duties.
• Support HR Initiatives: Participate actively in various Human Resources initiatives and company activities.

Who You Are

We are looking for a professional, organized, personable, and detail-oriented individual who can effectively handle administrative responsibilities while maintaining confidentiality and professionalism.

• Educational Background: A graduate of Management, Business Administration, Entrepreneurship, Hospitality Management, or Financial Management is preferred.
• Relevant Experience: At least 300 hours of office practice (OJT) in a similar line of work is required. At least one (1) year of experience in a similar job is an advantage.
• Computer Skills: Knowledgeable in MS Office, particularly Excel and Word, as well as email and mobile communication tools.
• Travel Coordination Skills: Knowledgeable in travel reservations, bookings, confirmations, and coordination.
• Customer Service Skills: Has basic knowledge and skills in customer and guest relations.
• Housekeeping and Safety Knowledge: Has general knowledge of housekeeping, safety, and security.
• Attention to Detail: Demonstrates accuracy and completeness when handling information and documents.
• Interpersonal Skills: A team player who is socially adaptable, personable, and capable of maintaining professional relationships.
• Professional Appearance: Well-dressed, well-groomed, and well-postured, with a professional demeanor.
• Learning Mindset: Willing to learn new things and adopt proper work approaches.
• Core Strengths: Dependable, discreet, organized, service-oriented, and capable of handling multiple responsibilities.

Why Join AFSI?

At Abigail Farm Supply, Inc., we believe in empowering our people. We value professional growth, clear communication, and a supportive environment where your contributions are recognized and celebrated. Ready to lead the way?