EXECUTIVE / PERSONAL ASSISTANT & FACILITIES COORDINATOR

ISTANA DEVELOPMENT CORPORATION; Pasay; On-site; PHP 670,000 - 1,004,000; Full time

Job summary

ISTANA DEVELOPMENT CORPORATION seeks a highly organized Executive & Personal Assistant to support a high-profile principal on-site in Metro Manila. The role also oversees facilities and property-related matters, ensuring confidentiality and proactive service.

The ideal candidate has 2–3 years of EA/PA experience, strong English communication, and proficiency with MS Office. Availability IMMEDIATE and willingness to work extended hours when required are a plus.

Qualifications

• Bachelor's degree in related field.
• 2–3 years of executive/personal assistant experience.
• Experience supporting a C-suite or high-profile individual is preferred.
• Facilities coordination or property management experience is a plus.

Responsibilities

• Manage the principal's calendar, schedule, and appointments.
• Handle all correspondence on behalf of the principal.
• Coordinate domestic and international travel including flights, hotels, transfers, and visas.
• Oversee facilities maintenance and vendor contracts.
• Maintain discretion and confidentiality at all times.
• Liaise with internal/external contacts, government offices, and clubs on behalf of the principal.

Skills

Executive support

Discretion

Time management

Email & comms

Travel coordination

MS Office

Vendor coordination

Organizational skills

Education

Bachelor's degree in related field

Tools

Microsoft Office

Job description

About the role

We are looking for a highly organized, detail-oriented, and discreet individual to provide comprehensive executive and personal assistance to a high-profile principal, while also overseeing the coordination of facilities and property-related matters.

DUTIES AND RESPONSIBILITIES

Executive & Personal Assistance

• Manage and maintain the principal's calendar, schedule, and appointments
• Handle all correspondence including emails, letters, and communications on behalf of the principal
• Coordinate and arrange domestic and international travel including flights, hotel accommodations, transfers, and visa requirements
• Manage frequent flyer accounts, hotel loyalty programs, and travel-related memberships
• Prepare itineraries, briefing materials, and meeting notes as needed
• Liaise with internal and external contacts, government offices, embassies, and club memberships on behalf of the principal
• Draft, proofread, and send professional correspondence and communications
• Handle personal errands and tasks as directed by the principal
• Maintain strict confidentiality at all times with regard to personal and professional matters
• Anticipate the needs of the principal and act proactively

Administrative

• Maintain and update databases, contact directories, and filing systems
• Manage petty cash, expense reports, and reimbursements
• Monitor and process payments for bills, subscriptions, and recurring expenses
• Prepare reports, summaries, and other documents as required
• Coordinate with vendors, service providers, and contractors

Facilities Coordination

• Oversee the maintenance and upkeep of properties and facilities
• Coordinate with utility providers, internet, and cable service providers
• Manage service contracts, vendor agreements, and maintenance schedules
• Monitor and oversee ongoing repairs, renovations, and improvements
• Maintain an inventory of equipment, appliances, and assets
• Ensure all facilities-related concerns are addressed promptly and efficiently

QUALIFICATIONS

Education

• Bachelor's degree in Business Administration, Communications, Hospitality, or any related field

Experience

• Minimum of 2 to 3 years of experience as an Executive Assistant, Personal Assistant, or similar role
• Experience supporting a C-suite executive, ambassador, or high-profile individual is a strong advantage
• Experience in facilities coordination or property management is preferred

Skills & Competencies

• Excellent written and verbal communication skills in English
• Strong organizational and time management skills with the ability to multitask
• High level of professionalism and personal discretion
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Familiarity with travel booking platforms and airline/hotel loyalty programs
• Ability to work independently with minimal supervision
• Strong attention to detail and problem-solving skills
• Flexible and adaptable to changing priorities and demands
• Able to work extended hours or weekends when required

Personal Attributes

• Trustworthy, reliable, and of high integrity
• Proactive and resourceful
• Calm under pressure
• Presentable and professional at all times
• Discreet in handling sensitive and confidential information

OTHER DETAILS

• Work setup: On-site
• Availability: IMMEDIATELY or CAN START RIGHT AWAY. Must be available outside of regular hours when needed.
• Travel: May be required to accompany or assist with travel arrangements on occasion