Executive Secretary

MAESTRO HOLDINGS; Makati; On-site; PHP 600,000 - 900,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Company events

Company Christmas gift

Promotion to permanent employee

Opportunities for promotion

Job summary

MAESTRO HOLDINGS Makati is seeking an Executive Secretary to support the SVP & COO with precise calendar management, travel planning, and confidential communications. The role requires proactive coordination in a fast-paced environment and strong discretion.

You will draft memoranda, prepare minutes, review documents, manage emails and stakeholder communications, and assist with special projects as needed. A Bachelor's degree and MS Office proficiency are essential.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, or a related field.
• Experience as an Executive Secretary, Executive Assistant, or similar role is an advantage.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.

Responsibilities

• Provide comprehensive administrative and secretarial support to the SVP & COO.
• Manage calendars, appointments, meetings, and daily schedule updates.
• Coordinate business travel arrangements, accommodations, and itineraries.
• Draft, prepare, and distribute office memoranda, business correspondence, and official documents.
• Prepare meeting agendas, record and transcribe accurate minutes, and monitor action items.
• Review contracts, agreements, purchase orders, and other business documents.
• Manage emails, phone calls, and communications with internal and external stakeholders.
• Maintain executive files, contact lists, and confidentiality of sensitive information.
• Monitor business expenses and prepare reimbursement requests.
• Coordinate with internal departments and external agencies, including the Insurance Commission.
• Perform special projects and other executive support duties as assigned by the COO.

Skills

Organizational skills

Multitasking

Time management

Written communication

Verbal communication

Discretion & confidentiality

MS Office

Independent work

Education

Bachelor's degree in Business Administration or related field

Tools

Microsoft Office

Job description

Job description:

Be the trusted partner behind executive leadership.

We're looking for a highly organized, proactive, and detail-oriented Executive Secretary to provide executive and administrative support to the SVP & COO. If you're skilled at managing schedules, coordinating priorities, handling confidential information, and keeping executives organized, this is the perfect opportunity for you.

What You'll Do

• Provide comprehensive administrative and secretarial support to the SVP & COO.
• Manage calendars, appointments, meetings, and provide daily schedule updates.
• Coordinate business travel arrangements, accommodations, and itineraries.
• Draft, prepare, and distribute office memoranda, business correspondence, and official documents.
• Prepare meeting agendas, record and transcribe accurate minutes, and monitor action items.
• Review contracts, agreements, purchase orders, and other business documents.
• Manage emails, phone calls, and communications with internal and external stakeholders.
• Maintain executive files, contact lists, and ensure the confidentiality of sensitive information.
• Monitor business expenses and prepare reimbursement requests.
• Coordinate with internal departments and external agencies, including the Insurance Commission.
• Perform special projects and other executive support duties as assigned by the COO.

What We're Looking For

• Bachelor's degree in Business Administration, Office Administration, or a related field. Experience as an Executive Secretary, Executive Assistant, or in a similar executive support role is an advantage
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills.
• High level of professionalism, discretion, and confidentiality.
• Proficient in Microsoft Office and business correspondence.
• Ability to work independently and thrive in a fast-paced environment.

Why Join Us?

Join a dynamic organization where you'll play a key role in supporting executive leadership and ensuring smooth day-to-day operations. If you're a dependable professional who enjoys working closely with senior executives, we'd love to hear from you!

Benefits:

• Company Christmas gift
• Company events
• Health insurance
• Life insurance
• Opportunities for promotion
• Promotion to permanent employee