Personal Assistant

Private Advertiser; Makati; On-site; PHP 480,000 - 800,000; Full time

Job summary

Private Advertiser in Makati seeks a capable Personal/Executive Assistant to support top Executives with scheduling, correspondence, and complex travel arrangements. You will manage confidential matters with discretion and coordinate household activities, staff, and budgets.

The role requires at least a Bachelor’s degree and 3 years of EA/PA experience, excellent English communication, and the ability to work independently on multi-tasked priorities. On-site in Makati; travel as needed.

Qualifications

• Bachelor’s degree required.
• Minimum 3 years as a personal or executive assistant with stable history.
• Experience for a family or diplomat is advantageous.
• Strong written and spoken communication; pleasant demeanor.

Responsibilities

• Provide comprehensive administrative and secretarial support to Executives, including scheduling, record-keeping, budget prep, logistics, property management, and personal banking.
• Assist with household requirements: procurement, scheduling, servicing/repairs, coordination, property management, medical supplies.
• Handle petty cash, requisition, disbursement, and reporting; arrange gifts.
• Organize private functions and family events; manage art/collectibles documentation and insurance.
• Prepare drafts and correspondence as required by Executives.

Skills

Written communication

Oral communication

Organizational skills

Time management

Discretion

Proactive mindset

Microsoft Office

Video conferencing

Multitasking

Dependability

Education

Bachelor's degree

Tools

Microsoft Office

Video conferencing apps

Job description

JOB QUALIFICATIONS:

1. Must have at least a Bachelor’s/College Degree.

2. At least 3 years’ experience as a personal or executive assistant, with a stable employment history.

3. Experience working for a family or a diplomat in a similar capacity is an advantage.

4. Must have strong written and oral communication skills as well as a pleasing personality.

5. Should demonstrate strong organizational, multitasking, and time management skills with keen attention to detail.

6. Must be proactive, responsible, and able to work with minimal supervision.

7. Demonstrates discretion in handling confidential information and utmost professionalism when interacting with others.

8. Proficiency in Microsoft Office tools and various video conferencing applications is required.

9. Must be willing to work in Makati and travel as needed.

10. Willing to be on call on weekends and holidays, as necessary.

JOB DESCRIPTION/RESPONSIBILITIES:

1. Personal Administrative Support:

• Provide comprehensive administrative and secretarial support to the Executives, including appointment scheduling, record-keeping, budget preparation, logistics arrangements, property management, and personal banking.

• Support the Executives in handling household requirements, including procurement, scheduling, servicing/repairs, coordination, property management, medical supplies, among others.

• Handle petty cash requisition, disbursement, and reporting.

• Arrange gift requirements.

• Organize and coordinate private functions and events for the family.

• Assist with matters related to art and other collectibles, including documentation, insurance, and coordination of any maintenance or preservation requirements.

• Prepare drafts and other correspondence as required by the Executives.

2. Travel Arrangements:

• Take charge of all personal travel requirements for the family, including booking private and commercial flights, hotel reservations, visa applications, airport assistance arrangements, and the preparation of travel documents.

• Travel as needed to fulfill job responsibilities.

3. Vehicle Management and Coordination:

• Manage all vehicles, including coordinating maintenance schedules, procurement, accounts, RFID loading, and other vehicle-related tasks.

• Communicate with drivers and security personnel, including schedules, assignments, and vehicle requirements.

• Coordinate vehicle use requests from Luxtrade or the Executive Office, as needed.

4. Staff Management:

• Assist the Executives in managing the personal staff, including household, drivers, and security personnel.

• Handle sourcing, screening, background checking and onboarding.

• Arrange for necessary health tests and medical screenings.

• Maintain personal staff records.

• Manage staff leave schedules and monitoring of overtime.

• Coordinate with the Accounting Team for payroll and processing of government mandated benefits.

• Manage and escalte staff issues and concerns.

5. Executive Office Support:

• Coordinate appointments and travel schedules with the Executive Office.

• Handle deliveries for VIP clients and contacts.

• Provide support to the Executive Office team when necessary, and act as back-up, as required.

6. Ad Hoc Responsibilities:

• Perform any other duties as may be required.