EXECUTIVE / PERSONAL ASSISTANT & FACILITIES COORDINATOR

ISTANA DEVELOPMENT CORPORATION; Philippines; On-site; PHP 500,000 - 900,000; Full time

Job summary

ISTANA DEVELOPMENT CORPORATION in the Philippines seeks a highly organized Executive and Personal Assistant to support a high-profile principal. The role covers calendar management, correspondence, and discreet handling of sensitive information while coordinating domestic and international travel.

You will oversee facilities coordination, vendor relations, and administrative tasks to ensure smooth operations, confidentiality, and proactive service.

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 a plus.

Responsibilities

• Manage principal's calendar, appointments, and travel arrangements.
• Handle correspondence on behalf of the principal.
• Coordinate domestic and international travel, visas, and accommodations.
• Oversee facilities coordination, vendor contracts, and maintenance schedules.
• Prepare reports, briefs, and meeting notes; maintain confidentiality.
• Liaise with internal/external contacts and government offices as needed.

Skills

Communication skills

Time management

Professional discretion

Microsoft Office

Travel booking familiarity

Independent work

Attention to detail

Problem-solving

Adaptability

Flexible hours

Education

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

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

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: Must be available outside of regular hours when needed
• Travel: May be required to accompany or assist with travel arrangements on occasion