Purchasing Officer/ Executive Assistant

Mega Lifesciences Limited Inc.; Makati; On-site; PHP 446,000 - 670,000; Full time

Job summary

Mega Lifesciences Limited Inc. in Makati, Philippines, seeks an Executive Assistant to the Country Manager. This role provides high-level administrative support, manages schedules, communications, travel, and project coordination to enable strategic leadership.

You will serve as the primary liaison with internal and external stakeholders, maintain confidentiality, and contribute to efficient management of resources and meetings across the organization.

Qualifications

• Bachelor’s degree or equivalent in Business Administration, Management, or a related field.
• Minimum of 3-5 years of experience in an executive assistant or similar administrative role, preferably in a multinational or large organization.
• Relevant certifications related to Administrative Professional or Executive Assistant are a plus.
• Strong communication, organizational, time-management and prioritization skills.

Responsibilities

• Provide comprehensive administrative and operational support to the Country Manager.
• Manage and maintain the Country Manager’s calendar, including scheduling meetings, travel arrangements, and appointments.
• Prepare, organize, and prioritize emails, communications, and other correspondence.
• Attend meetings and take detailed minutes, distributing action points and follow-ups as necessary.
• Serve as the primary point of contact between the Country Manager and internal/external stakeholders.
• Draft, review, and edit various business communications, ensuring professionalism and consistency in tone and content.
• Coordinate and facilitate communication between the Country Manager and other departments, ensuring timely and effective dissemination of information.
• Organize domestic and international travel arrangements for the Country Manager, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries, ensuring all logistics are accounted for and travel-related documents are in order.
• Assist in the planning, coordination, and tracking of projects, ensuring deadlines and milestones are met.
• Collaborate with various teams to ensure timely completion of key projects and initiatives.
• Prepare reports and presentations for meetings, ensuring the Country Manager has the necessary materials and information.
• Handle sensitive and confidential information with discretion and professionalism.
• Maintain organized filing systems, ensuring that all important documents and records are stored securely.
• Prepare reports, presentations, and documents for meetings or business trips, ensuring quality and accuracy.
• Organize and manage meetings, events, and conferences, including logistics, catering, and materials.
• Assist in the preparation of board meetings, conferences, and other business events.
• Oversee office supplies and equipment, ensuring that the workplace is well-equipped and maintained.
• Manage administrative support staff or coordinate with other assistants to ensure seamless operations.

Skills

communication skills

organizational skills

time management

prioritization

problem solving

tech-savvy

attention to detail

cultural awareness

Education

Bachelor's degree or equivalent in Business Administration or Management

Job description

JOB SUMMARY

The Executive Assistant to the Country Manager provides high-level administrative support to the Country Manager, ensuring smooth daily operations and effective management of time and resources. This role involves managing schedules, handling communications, organizing travel, and assisting with project coordination. The Executive Assistant serves as a key point of contact between the Country Manager and internal or external stakeholders, maintaining confidentiality and professionalism in all interactions. This position contributes to the overall efficiency and success of the management team, allowing the Country Manager to focus on strategic decision-making and leadership responsibilities.

JOB DESCRIPTION

Core 1. Executive Support

• Provide comprehensive administrative and operational support to the Country Manager.
• Manage and maintain the Country Manager’s calendar, including scheduling meetings, travel arrangements, and appointments.
• Prepare, organize, and prioritize emails, communications, and other correspondence.
• Attend meetings and take detailed minutes, distributing action points and follow-ups as necessary.

Core 2. Communication and Liaison

• Serve as the primary point of contact between the Country Manager and internal/external stakeholders.
• Draft, review, and edit various business communications, ensuring professionalism and consistency in tone and content.
• Coordinate and facilitate communication between the Country Manager and other departments, ensuring timely and effective dissemination of information.

Core 3. Travel and Logistics Management

• Organize domestic and international travel arrangements for the Country Manager, including flights, accommodations, and transportation.
• Prepare detailed travel itineraries, ensuring all logistics are accounted for and travel-related documents are in order.

Core 4. Project Management and Coordination

• Assist in the planning, coordination, and tracking of projects, ensuring deadlines and milestones are met.
• Collaborate with various teams to ensure timely completion of key projects and initiatives.
• Prepare reports and presentations for meetings, ensuring the Country Manager has the necessary materials and information.

Core 5. Confidentiality and Document Management

• Handle sensitive and confidential information with discretion and professionalism.
• Maintain organized filing systems, ensuring that all important documents and records are stored securely.
• Prepare reports, presentations, and documents for meetings or business trips, ensuring quality and accuracy.

Core 6. Event Coordination

• Organize and manage meetings, events, and conferences, including logistics, catering, and materials.
• Assist in the preparation of board meetings, conferences, and other business events.

Core 7. Office Management

• Oversee office supplies and equipment, ensuring that the workplace is well-equipped and maintained.
• Manage administrative support staff or coordinate with other assistants to ensure seamless operations.

JOB QUALIFICATIONS

Educational Qualification:

Bachelor’s degree or equivalent in Business Administration, Management, or a related field.

Experience:

Minimum of 3-5 years of experience in an executive assistant or similar administrative role, preferably in a multinational or large organization.

Certification:

Relevant certifications related to Administrative Professional or Executive Assistant are a plus.

Skills and Traits:

Should have strong communication skills, organizational skills, attention to detail, tech-savvy, time management and prioritization, action oriented , administrative skills, problem solving skills, cultural awareness etc.