Office Manager & Personal Assistant

Exen Resources; Santo Niño 1st; On-site; PHP 420,000 - 660,000; Full time

Job summary

Exen Resources seeks an experienced Executive Personal Assistant / Office Manager to support C-suite executives and family-office style duties, blending office operations with personal logistics. Responsibilities include managing office services, coordinating travel, liaising with vendors and landlords, handling confidential information, and assisting with personal arrangements.

Fluency in English and Chinese, 3–4 years of relevant experience, and proficient MS Office and video conferencing

Qualifications

• Minimum 3–4 years of relevant experience in a similar role.
• Background in family office or executive PA is preferred.
• Experience supporting C-suite executives or UHNW families preferred.
• Excellent verbal and written English; Chinese language proficiency is a plus.
• Proficient with MS Office and virtual meeting platforms (Zoom/Teams).

Responsibilities

• Office Management (20%): Point of contact for office upkeep, procurement, and equipment management.
• Administrative Support (20%): Handle calls, travel arrangements, records, mail, and confidential documents.
• Family & Personal Support (60%): Coordinate family logistics, vendor sourcing for lifestyle needs, and personal arrangements.

Skills

Interpersonal skills

English & Chinese communication

Time management

Discretion & integrity

Self-starter / independent

Tools

Microsoft Office

Zoom

Microsoft Teams

Job description

Roles and Responsibilities:

Office Management (20%)

• Point of contact for all matters pertaining to office upkeep, procurement and management of office equipment
• Liaising with landlord on tenancy agreement matters, building management for all building matters, and cleaning service provider for housekeeping services
• Manages office pantry, stationery and all other relevant office supplies
• Assist in setting up of IT equipment in meeting rooms (such as Zoom/Teams)
• Liaise and build rapport with third-party service providers (work pass specialist, corporate secretary, employee benefits, IT and telecommunication vendors and contractors)
• Liaise with corporate service provider for work pass application, renewal, and cancellation
• Events planning for team-building activities and celebrations

Administrative Support (20%)

• Answering all incoming calls and redirecting them to appropriate party, handling caller enquiries wherever possible
• Assist in international travel arrangements, including flight, hotel accommodation and Visa applications if required
• Plan and organise business travel, including flights, accommodation, itineraries, and visas
• Maintains proper records of employees' data and filing of expense claims
• Responsible for incoming/outgoing mail and arranging of dispatch
• Manage correspondence, documentation, and personal records with strict confidentiality
• Perform any other ad-hoc duties as assigned

Family & Personal Support (60%)

• Coordinate family logistics such as appointments, errands, and personal arrangements including school, medical, travel, and social commitments
• Assist in sourcing and managing vendors for lifestyle needs (events, gifting, repairs, etc.)
• Handle last-minute changes and ensure seamless execution of personal/family plans

Requirements:

Experience & Background

• Minimum of 3-4 years of relevant experience preferred
• Prior experience or background in family office, or executive PA roles preferred
• Experience supporting C-suite executives, business owners, or UHNW/HNW individuals and their families preferred

Language & Communication Skills

• Excellent interpersonal and communication skills
• Good oral and written communication in both English and Chinese language to liaise with local and counterparts/offices based in China
• Strong written communication skills for drafting correspondence, minutes, and reports

Work Style, Personal Attributes & Technical Proficiency

• Ability to prioritize tasks while ensuring a high level of accuracy and attention to detail
• Must be a self-starter, able to work independently on projects and tasks assigned
• High flexibility, resourceful with excellent problem-solving skills
• High level of discretion, integrity, and ability to handle confidential/sensitive information
• Strong sense of ownership, reliability, and ability to remain composed under pressure or tight deadlines
• Willingness and flexibility to be contactable or assist outside regular office hours when required
• Proficient in Microsoft Office (Word, Excel, PowerPoint), as well as online meeting platforms (e.g. Zoom and Microsoft Teams)