Personal Assistant / Executive Assistant

Harem Inc.; Taguig; On-site; PHP 335,000 - 603,000; Full time

Job summary

Harem Inc. is seeking a Personal Assistant / Executive Assistant to support the President/CEO with administrative and coordination tasks in Metro Manila.

The role focuses on managing schedules, communications, documents, and confidential information with a high level of professionalism. The ideal candidate will have experience in similar roles, strong organizational and communication skills, and proficiency in Microsoft Office or Google Workspace.

Qualifications

• Bachelor’s degree in Business Administration or related field is advantageous.
• Proven experience as a Personal/Executive Assistant or similar role.
• Excellent organizational, time-management, and communication skills.
• Proficient in Microsoft Office or Google Workspace.
• Strong attention to detail and ability to manage multiple tasks.
• Trustworthy, discreet, proactive and professional.

Responsibilities

• Manage executive calendar, appointments, meetings, and daily schedule.
• Coordinate meeting arrangements, agendas, minutes, and action items.
• Prepare reports, presentations, and business communications.
• Handle emails, phone calls, and confidential correspondence.
• Organize filing system for confidential records and documents.
• Arrange travel, accommodations, and itineraries.

Skills

Organizational skills

Time-management

Communication skills

Attention to detail

Discretion and professionalism

Independent work

Multitasking

Education

Bachelor’s degree in Business Administration

Tools

Microsoft Office

Google Workspace

Job description

Job Summary

The Personal Assistant / Executive Assistant provides administrative, organizational, and coordination support to the President/CEO or assigned executive. The role ensures the efficient management of schedules, communications, meetings, documents, and other responsibilities while maintaining confidentiality and professionalism.

Key Responsibilities

1. Executive Support

• Manage the executive’s calendar, appointments, meetings, and daily schedule.

• Coordinate meeting arrangements, including venues, materials, and attendance.

• Prepare meeting agendas, take minutes, and monitor action items.

• Remind the executive of important deadlines and commitments.

2. Administrative Management

• Prepare, organize, and maintain reports, presentations, correspondence, and other documents.

• Handle incoming and outgoing communications, including emails and phone calls.

• Maintain an organized filing system for important and confidential records.

• Assist in preparing letters, memoranda, and business communications.

3. Coordination and Follow-up

• Coordinate with department heads, employees, clients, and external partners on behalf of the executive.

• Follow up on pending tasks, requests, and commitments.

• Assist in organizing company events, meetings, and business activities.

• Monitor assigned projects and provide updates to the executive.

4. Travel and Logistics

• Arrange business travel, transportation, accommodation, and itineraries.

• Coordinate reservations and other logistical requirements.

• Prepare and organize travel documents and expense reports.

5. Personal Assistance

• Assist with personal appointments and errands related to the executive’s schedule, as authorized.

• Manage personal and business commitments professionally and discreetly.

• Perform other reasonable tasks assigned by the executive.

6. Confidentiality and Professionalism

• Maintain strict confidentiality of company and personal information.

• Exercise sound judgment when handling sensitive matters.

• Represent the executive professionally in all communications and interactions.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, or a related field is an advantage.

• Proven experience as a Personal Assistant, Executive Assistant, Administrative Assistant, or in a similar role.

• Excellent organizational, time-management, and communication skills.

• Proficient in Microsoft Office or Google Workspace.

• Strong attention to detail and ability to manage multiple tasks.

• Trustworthy, discreet, proactive, and professional.

• Able to work independently and handle changing priorities.