Executive Secretary (Industrial Engineer)

Private Advertiser; Taguig; Hybrid; PHP 500,000 - 800,000; Full time

Job summary

Private Advertiser in Metro Manila seeks an Executive Secretary to be the right hand to the President. This full-time, on-site role focuses on strategic calendar and travel management, high-level liaison with internal departments, the Board, and external stakeholders.

You will draft speeches and memos, prepare briefing dossiers, track action items, and lead or assist in special projects while upholding strict discretion and professional poise under pressure.

Qualifications

• 5+ years of executive secretarial experience required.
• Experience supporting a high-level executive and Board liaison.
• Ability to handle confidential information with discretion.
• Excellent written and verbal communication skills.
• Strong organizational and time-management abilities.
• Proficient in managing complex calendars and travel arrangements.

Responsibilities

• Gatekeeping the President's calendar and prioritizing meetings.
• Coordinate end-to-end domestic and international travel logistics.
• Ensure adequate desk time and preparation between engagements.
• Serve as primary liaison between the President and internal and external stakeholders.
• Draft, edit, and proofread speeches, memos, and emails.
• Maintain strict confidentiality of sensitive information.

Skills

Executive secretarial

Calendar management

Travel coordination

Liaison with stakeholders

Discretion

Communication skills

Meetings & minutes

Education

BS Industrial Engineering

Tools

Google Workspace

Job description

About the role

We are seeking a highly organized, proactive, and discreet Executive Secretary to serve as the primary point of contact and administrative partner to our President. This is not just a clerical role; you will be the "right hand" to our top executive, ensuring their time is optimized, their communications are seamless, and the Office of the President operates with maximum efficiency.

The ideal candidate possesses exceptional judgment, thrives in a high-pressure environment, and can navigate complex professional relationships with grace and professionalism.

This position requires full-time on-site attendance at our office.

What you'll be doing

1. Strategic Calendar & Travel Management

• Gatekeeping: Manage the President's complex calendar, prioritizing meetings based on strategic importance and urgency.

• Logistics: Coordinate end-to-end domestic and international travel, including flights, visas, ground transportation, and detailed itineraries.

• Buffer Management: Ensure the President has adequate "desk time" and preparation time between high-stakes engagements.

2. Communication & Liaison

• Primary Contact: Act as the liaison between the President and internal departments, Board of Directors, high-level clients, and external stakeholders.

• Correspondence: Draft, edit, and proofread speeches, executive summaries, internal memos, and formal emails.

• Confidentiality: Handle sensitive information regarding company strategy, personnel, and finances with absolute discretion.

3. Meeting & Project Coordination

• Board Support: Assist in preparing Board of Director materials, taking minutes during executive sessions, and tracking follow-up action items.

• Briefing: Research and prepare briefing dossiers before meetings to ensure the President is fully informed on participants and objectives.

• Special Projects: Lead or assist in ad-hoc projects, such as corporate events, annual retreats, or philanthropic initiatives.

What we're looking for

• A minimum of 5 years of experience as an Executive Secretary or in a similar high-level administrative role

• Graduate of BS Industrial Engineering or other related courses

• Excellent written and verbal communication skills, with the ability to communicate effectively at all levels of the organization

• Conversational level English proficiency is required for all communication duties and stakeholder interactions

• Strong organizational and time management skills, with the ability to prioritize tasks and work under pressure

• Proficiency in Google Workspace Suite

• Experience in managing complex calendars and travel arrangements

• Discretion and confidentiality when handling sensitive information

• A proactive and adaptable approach to problem-solving