Personal Assistant

Careers at Top1Movers Worldwide Inc.; Manila; On-site; PHP 300,000 - 540,000; Full time

Job summary

Top1Movers Worldwide Inc. is seeking a highly organized Executive/Personal Assistant to support the CEO and manage day-to-day personal affairs. The role covers scheduling, travel planning, household coordination, and staff administration, requiring discretion and proactive initiative.

Applicants should have a Bachelor’s degree in Business Administration and 3–5 years of experience in similar roles, with strong proficiency in Microsoft Office and Google Workspace.

Qualifications

• Bachelor’s degree in Business Administration or related field preferred.
• 3–5 years in executive or private household administration.
• Proven ability to handle confidential information with integrity.

Responsibilities

• Manage CEO/personal schedules, appointments and commitments.
• Coordinate personal errands and admin requests.
• Arrange personal travel including bookings and itineraries.
• Maintain organized records of schedules, documents and deadlines.
• Handle sensitive information with discretion and professionalism.
• Coordinate family calendar and school activities.
• Oversee household logistics: groceries, utilities, maintenance.
• Manage household staff payrolls and remittances.
• Track payments and keep accurate financial records.
• Prepare regular status updates for the CEO.

Skills

Confidentiality

Travel coordination

Calendar management

Executive support

Vendor coordination

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Excel

Google Workspace

Job description

The position serves as a trusted and highly organized point person for the day-to-day management and coordination of the family’s personal affairs, schedules, travel arrangements, household requirements, family activities, properties, vehicles, household staff, payments, and other personal administrative matters. The role requires a high level of confidentiality, discretion, integrity, initiative, attention to detail, and reliability, as the position will have access to sensitive personal, financial, family, and business-related information.

KEY RESPONSIBILITIES:

A. Executive and Personal Assistance

• Manage and coordinate the CEO/President’s personal schedule, appointments, commitments, and activities.
• Handle personal errands and administrative requests of the CEO/President.
• Coordinate personal appointments, reservations, meetings, and engagements.
• Assist in organizing personal-related travel requirements.
• Anticipate the CEO/President’s personal needs and proactively coordinate necessary arrangements.
• Maintain organized records of personal schedules, commitments, documents, and important dates.
• Handle sensitive and confidential information with utmost discretion.

B. Travel and Transportation Management

• Arrange domestic and international travel plans, including:
• Airline bookings
• Hotel accommodations
• Ground transportation
• Airport transfers
• Visa requirements
• Travel insurance
• Itineraries
• Restaurant and activity reservations, when required
• Prepare comprehensive travel itineraries and supporting documents.
• Coordinate changes, cancellations, rebooking, and other travel-related concerns.
• Coordinate transportation requirements for the CEO, family members, and guests.
• Ensure drivers are properly scheduled for airport transfers, personal appointments, school activities, and other commitments.

C. Family and Children’s Affairs

• Manage and coordinate schedules and appointments of family members and children.
• Coordinate children’s school activities, appointments, events, extracurricular activities, and other commitments.
• Monitor school-related requirements, payments, activities, and deadlines.
• Coordinate transportation and driver requirements for children’s activities.
• Assist in arranging supplies, materials, uniforms, activities, and other family requirements.
• Maintain an updated family calendar to ensure all schedules and commitments are properly coordinated.

D. Household Administration

• Coordinate the day-to-day administrative requirements of the household.
• Manage grocery, market, household supplies, and other household purchases.
• Monitor household inventory and ensure essential supplies are replenished on time.
• Coordinate payment of household utilities, bills, subscriptions, and other recurring expenses.
• Maintain proper records of household expenses and payments.
• Manage household petty cash and ensure proper documentation of all disbursements.
• Coordinate household repairs, maintenance, service providers, and other requirements.

E. Household Staff Administration

• Prepare and maintain payslips and payment records for household helpers.
• Coordinate monthly government remittances and related compliance requirements for household staff, including SSS, Pag-IBIG, and PhilHealth.
• Maintain accurate records of household staff schedules, compensation, benefits, and other administrative matters.
• Coordinate day-to-day operations of Kasambahays and Yayas
• Coordinate schedules, assignments, overtime, official business, and other requirements of household drivers.
• Monitor and manage driver-related petty cash and expense documentation.
• Coordinate with household staff to ensure assigned responsibilities and schedules are properly carried out.

F. Property and Maintenance Management

• Monitor the maintenance schedules of the residence and other family properties.
• Coordinate preventive maintenance and servicing of:
• Air-conditioning units
• Pest control
• Plumbing and electrical requirements
• Appliances
• Other household equipment and facilities
• Maintain a calendar of recurring maintenance requirements.
• Coordinate with contractors, suppliers, technicians, and service providers.
• Monitor annual property dues, association dues, real property taxes/amilyar, and other property-related obligations.
• Maintain organized records of property-related payments and documents.

G. Vehicle Administration

• Monitor vehicle registration renewal schedules.
• Coordinate vehicle insurance renewal and related requirements.
• Maintain records of vehicle documents, insurance policies, registration, and other important information.
• Coordinate preventive maintenance and servicing schedules, when required.
• Coordinate with drivers regarding vehicle-related requirements and documentation.
• Ensure that renewal deadlines and vehicle-related obligations are monitored and completed on time.

H. Financial and Expense Administration

• Maintain and monitor petty cash for household and personal expenses.
• Record, organize, and reconcile household-related expenses.
• Summarize and monitor personal and family credit card expenses.
• Prepare periodic expense summaries for the CEO/President’s review.
• Coordinate payment of personal, household, property, vehicle, and family-related expenses.
• Maintain proper supporting documents and receipts for all expenses.
• Monitor recurring payments and ensure that no important payment or renewal deadline is missed.
• Coordinate with accounting, banks, financial institutions, or authorized representatives when required.
• Assist in monitoring investments and maintaining organized records of investment-related information, transactions, and schedules, as authorized by the CEO/President.

I. Family Office and Administrative Coordination

• Maintain an organized master calendar covering the CEO/President, spouse, children, household, drivers, properties, travel, and important deadlines.
• Maintain a centralized tracker for:
• Bills and payments
• Insurance renewals
• Vehicle registration
• Property dues and taxes
• School payments
• Household staff requirements
• Maintenance schedules
• Travel arrangements
• Important family dates
• Coordinate with external service providers, schools, banks, insurance companies, government agencies, property administrators, and other relevant parties.
• Follow up on pending personal and family-related matters until completion.
• Provide regular status updates to the CEO/President.

J. Confidentiality, Security and Professional Conduct

• Maintain strict confidentiality over all personal, family, financial, business, travel, and household information.
• Exercise sound judgment when handling sensitive documents, conversations, transactions, and requests.
• Do not disclose personal or family information to unauthorized individuals.
• Maintain professional boundaries and appropriate conduct when dealing with household staff, suppliers, service providers, and third parties.
• Protect documents, keys, access information, personal records, and other sensitive materials entrusted to the position.
• Immediately report unusual, sensitive, or potentially significant concerns to the CEO/President.

QUALIFICATIONS

Educational Requirements

• Bachelor’s degree in Business Administration, Management, Office Administration, Hospitality Management, Accounting, Finance, or a related field preferred.
• Candidates with relevant extensive experience in executive assistance, private household management, family office administration, or personal affairs management may also be considered.

Experience

• At least 3–5 years of experience in any of the following:
• Personal Assistant
• Executive Secretary
• Family Office Assistant
• Private Office Assistant
• Household/Family Affairs Manager
• Administrative Officer
• Executive Concierge
• Similar high-trust administrative role
• Experience working directly with executives, business owners, principals, or high-level families is highly preferred.
• Experience handling travel arrangements, household administration, financial documentation, or family schedules is an advantage.

Technical Competencies

• Excellent knowledge of Microsoft Office, particularly Excel, Word, Outlook, and PowerPoint.
• Proficient in using Google Workspace and calendar management tools.
• Strong ability to maintain trackers, schedules, expense records, and administrative databases.
• Basic understanding of household financial management and expense reconciliation.
• Familiarity with government remittance processes such as SSS, Pag-IBIG, and PhilHealth is an advantage.
• Strong documentation and record-keeping skills.
• Comfortable coordinating online bookings, travel platforms, payment systems, and service providers.
• AI-literacy is a great advantage

Preferred Additional Qualifications

• From South - Laguna (Verdana) and Cavite (Vista Verde)
• A valid driver’s license is an advantage.
• Willingness to travel when required.
• Willingness to work at the CEO/President’s residence/private office.
• Experience working with private families or high-net-worth individuals is an advantage.
• A strong network of reliable suppliers and service providers is an advantage.
• Ability to work independently with minimal supervision.
• Can work Monday to Friday, and as needed during weekends.