Executive Secretary (Minute Taker)

Top1Movers Worldwide Inc.; Manila; On-site; PHP 420,000 - 620,000; Full time

Job summary

Top1Movers Worldwide Inc. seeks an Executive Documentation Officer to accurately record and organize minutes of meetings and official records for the President/CEO, ensuring discussions, decisions, actions, and directives are captured, distributed, and archived confidentially and promptly.

Responsibilities include attending executive meetings, preparing concise MOMs, finalizing and distributing minutes within required turnaround times, maintaining organized, version-controlled records, and

Qualifications

• Bachelor’s degree in business or related field.
• 1–2 years in executive support or admin roles.
• Excellent written and verbal communication.
• Strong note-taking and documentation skills.
• Highly organized and detail-oriented.
• Able to handle confidential information professionally.

Responsibilities

• Attend executive, management, and operational meetings and record discussions.
• Prepare clear minutes of the meeting and ensure timely distribution.
• Maintain confidential records of meeting documents and files.
• Coordinate with department heads for updates on action items.
• Track status of action plans and provide progress updates.
• Assist in agendas, attendance sheets, and presentation materials when needed.

Skills

Written & verbal communication

Note-taking

Documentation

Organization

Confidentiality

Time management

Active listening

Education

Bachelor’s Degree in Business Administration, Office Administration, Human Resources, Communication, or related field

Tools

Microsoft Office

Google Workspace

Job description

The Executive Documentation Officer is responsible for accurately recording, documenting, organizing, and maintaining minutes of meetings and official records for the President/CEO. The role ensures that all discussions, decisions, action items, and directives from management meetings are properly captured, distributed, and archived in a timely and confidential manner.

Job Description:

Meeting Documentation & Minutes

• Attend executive, management, and operational meetings as required by the President/CEO.

• Accurately record meeting discussions, decisions, action plans, and directives.

• Prepare clear, concise, and professional Minutes of the Meeting (MOM).

• Ensure minutes are finalized and distributed within the required turnaround time.

• Maintain organized and confidential records of all meeting documents and files.

Coordination & Follow-Through

• Coordinate with department heads, supervisors, and managers for submission of updates related to action items.

• Track and monitor status of agreed action plans from meetings

• Prepare summaries and progress updates for the President/CEO when needed.

Documentation Management

• Maintain an organized filing system for executive reports, presentations, and meeting records.

• Ensure proper version control and confidentiality of executive documents.

• Assist in preparing meeting agendas, attendance sheets, and presentation materials when required.

KEY PERFORMANCE INDICATORS (KPIs)

• Confidentiality & Professionalism

• Attention to detail

• Time Management

• Active Listening

• Organization Skills

• Communication Skills

• Accuracy in Documentation

Qualifications:

• Bachelor’s Degree in Business Administration, Office Administration, Human Resources, Communication, or related field.

• At least 1-2 years experience in executive support, documentation, or administrative functions.

• Excellent written and verbal communication skills.

• Strong note-taking and documentation skills

• Highly organized and detail-oriented.

• Able to handle confidential and sensitive information professionally.

• Proficient in Microsoft Office (Word, Excel, Powerpoint) and Google Workspace.

• Can work under pressure and meet deadlines.