Executive & Personal Assistant to the President/COO
Candy Corner Philippines, Inc.
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Job summary
Candy Corner Philippines, Inc. is seeking an Executive & Personal Assistant to the COO/President. The role requires proactive, highly organized handling of daily administrative and personal tasks, with discretion and the ability to work independently in a fast-paced FMCG setting.
The successful candidate will manage calendars, communications, travel, projects, and confidential information, while supporting cross-functional initiatives and executive meetings. Immediate start preferred.
Qualifications
- Bachelor’s degree or equivalent professional experience.
- 3–5+ years supporting senior executives is preferred.
- Experience in FMCG or fast-paced environments is a plus.
Responsibilities
- Own COO/President calendar end-to-end and protect focus blocks.
- Draft correspondence reflecting the COO/President’s voice.
- Coordinate travel itineraries and meeting logistics.
- Capture and maintain SOPs for executive processes.
- Maintain organized confidential documents and records.
Skills
Education
Tools
Job description
The Executive & Personal Assistant to the COO/President is a trusted partner responsible for managing the their professional and personal priorities, protecting their time, and ensuring smooth day-to-day execution.
Beyond administrative support, the role serves as a strategic coordinator, gatekeeper, and project facilitator, managing their calendar, communications, travel, projects, and personal affairs.
The ideal candidate is proactive, highly organized, discreet, and able to work independently in a fast-paced FMCG environment.
Available to start immediately
Willing to complete a pre-interview questionnaire as part of the recruitment process
Own the COO/President’s calendar end-to-end, including scheduling, protecting focus blocks, and resolving conflicts.
Prioritize the COO/President’s time based on strategic objectives and business priorities.
Prepare the COO/President’s for meetings by providing agendas, attendee context, and relevant background materials.
Anticipate scheduling conflicts and proactively recommend solutions.
Manage and triage the COO/President’s inbox, drafting responses and flagging items requiring direct attention.
Serve as a professional first point of contact for internal and external stakeholders.
Track action items, commitments, and follow-ups to ensure nothing falls through the cracks.
Draft correspondence and communications that accurately reflect the COO/President’s voice and intent.
Coordinate logistics for leadership meetings, supplier visits, site tours, and board sessions.
Build detailed travel itineraries, including bookings, ground transportation, accommodations, and contingency planning.
Prepare briefing documents and meeting materials to ensure the COO/President is fully prepared for key engagements.
Coordinate expense submissions and travel-related documentation.
Capture, document, and maintain Standard Operating Procedures (SOPs) for recurring executive office and cross-functional processes.
Identify opportunities to standardize, improve, and streamline workflows.
Maintain a centralized source of truth for executive office processes and routines.
Ensure documentation remains current as priorities, systems, and organizational structures evolve.
Design and maintain a logical and organized digital filing system for the executive office.
Implement version control and naming conventions to ensure easy document retrieval.
Safeguard confidential financial, strategic, personnel, and business documents.
Ensure reports, contracts, and reference materials are organized and readily accessible.
Support the cadence of Level 10 (L10) leadership meetings.
Prepare and distribute agendas, scorecards, and supporting materials in advance.
Maintain Rocks (quarterly priorities) trackers and monitor progress.
Maintain the Issues List and document Identify-Discuss-Solve (IDS) outcomes and follow-through actions.
Monitor deliverables across departments on behalf of the COO/President and proactively follow up on commitments.
Manage the COO/President’s task list and highlight risks or deadlines requiring attention.
Coordinate recurring administrative cycles, including approvals, reporting deadlines, and expense management.
Escalate issues early when timelines or commitments are at risk.
Maintain an organized contacts database with relevant context and relationship notes.
Coordinate key stakeholder communications, follow-ups, and relationship touchpoints.
Assist with recognition initiatives, events, and executive relationship management activities.
Manage personal appointments, including medical, dental, fitness, and personal services, ensuring alignment with the COO/President’s business calendar.
Coordinate household needs, including vendors, repairs, deliveries, and service providers.
Handle personal errands and purchasing, such as gifts, subscriptions, online orders, and returns.
Plan personal and family travel, including holidays and weekend getaways.
Coordinate personal events and celebrations, including birthdays, anniversaries, dinners, and hosting arrangements.
Track personal bills, memberships, licenses, insurance renewals, and subscription deadlines.
Maintain a calendar of important personal and family dates.
Coordinate personal and family logistics as directed by the COO/President, ensuring confidentiality and professionalism at all times.
Effective management of the COO/President’s calendar, priorities, and commitments.
Timely completion and follow-through of executive and personal tasks.
High-quality preparation for meetings, travel, and key engagements.
Accurate and organized management of executive office systems and documentation.
Ability to anticipate needs, identify issues early, and proactively solve problems.
Exceptional discretion, reliability, and trustworthiness.
Exceptional discretion and integrity.
Strong initiative and proactive problem-solving.
Outstanding follow-through and attention to detail.
Excellent written and verbal communication skills.
Ability to remain calm and effective under pressure.
Advanced calendar and inbox management using Microsoft 365 and/or Google Workspace.
Proficiency with project management and collaboration tools such as Asana, Monday.com, Notion, or similar platforms.
Strong document preparation and presentation skills using Word, Excel, and PowerPoint.
Experience coordinating travel and managing expenses.
Demonstrated ability to document processes and maintain organized knowledge systems.
Low ego and service-oriented mindset.
Strong judgment and decision-making capability.
Professional maturity and emotional intelligence.
Anticipatory mindset with the ability to think several steps ahead.
High degree of ownership and accountability.
This role provides access to highly sensitive business, financial, operational, and personal information. The highest standards of professionalism, confidentiality, and sound judgment are required at all times.
The successful candidate will be required to sign a Confidentiality and Non-Disclosure Agreement (NDA) as a condition of employment.
All personal and business information accessed through the course of employment must be treated as strictly confidential and handled in accordance with company policies and applicable laws.
Privacy and secure handling of sensitive documents, credentials, and information are essential responsibilities of this role.
Available to start work immediately
3–5+ years of experience supporting senior executives, preferably at C-suite level.
Experience in a combined Executive Assistant and Personal Assistant capacity is strongly preferred.
Experience supporting founders, CEOs, COOs, or other senior leaders is highly desirable.
Prior experience in FMCG, retail, distribution, or a fast-paced commercial environment is an advantage.
Familiarity with EOS (Entrepreneurial Operating System) or a comparable business operating system is a strong plus.
Bachelor’s degree or equivalent professional experience.
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