Secretary / Administrator

NPAworldwide; Philippines; On-site; PHP 600,000 - 1,200,000; Full time

Job summary

NPAworldwide in Taguig City, Philippines seeks a Secretary / Administrator to provide high-level executive support to the President and oversee office administration.

The role includes calendar management across time zones, travel arrangements, document preparation, liaison with Japan Headquarters and executives, and project support. Bachelor’s degree and 5+ years of EA/secretary experience required; experience in a Japanese company preferred. On-site at BGC, 8:00–17:00, Monday–Friday.

Qualifications

• Bachelor's degree in any related field.
• Minimum 5 years of experience as an Executive Assistant, Secretary, or Administrator.
• Experience in a Japanese company is highly preferred.
• Experience coordinating with Japan Headquarters is an advantage.
• Strong organizational skills and ability to manage multiple priorities.

Responsibilities

• Provide proactive and high-level administrative support to the President.
• Manage executive calendars, prioritize appointments, and coordinate internal and external meetings across multiple time zones.
• Arrange domestic and international business travel, including flights, accommodations, visas, transportation, and itineraries.
• Prepare executive correspondence, reports, presentations, briefing materials, and meeting documents.
• Manage and prioritize emails and communications on behalf of the President.
• Coordinate executive visits, board meetings, management meetings, and VIP events.
• Support special projects, strategic initiatives, and other assignments from management.

Skills

Executive support

Calendar management

Travel coordination

Office administration

English communication

Discretion & confidentiality

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Job Description

Job Opportunity: Secretary / Administrator

Employment Type: Full-time

Working Hours: Monday Friday, 8:00 AM 5:00 PM

Working Location: BGC, Taguig City, Philippines

Executive Support

• Provide proactive and high-level administrative support to the President.
• Manage executive calendars, prioritize appointments, and coordinate internal and external meetings across multiple time zones.
• Arrange domestic and international business travel, including flights, accommodations, visas, transportation, and itineraries.
• Prepare executive correspondence, reports, presentations, briefing materials, and meeting documents.
• Manage and prioritize emails and communications on behalf of the President when appropriate.
• Act as a key liaison between senior management, Marubeni Headquarters, regional offices, business partners, and external stakeholders.
• Prepare meeting agendas, take accurate minutes, and follow up on action items.
• Handle confidential and sensitive business information with a high level of discretion and professionalism.
• Coordinate executive visits, board meetings, management meetings, and VIP events.
• Support special projects, strategic initiatives, and other assignments from management.

Office Administration & General Affairs

• Oversee daily office administration to ensure a professional and efficient working environment.
• Manage office facilities, supplies, equipment, and vendor relationships.
• Coordinate office maintenance, lease administration, and facility-related services.
• Liaise with building management, government agencies, banks, and external service providers.
• Maintain company records, contracts, licenses, and corporate documents.
• Support expatriate administration, including visa applications, work permits, relocation, and travel arrangements.
• Coordinate company events, internal meetings, and employee engagement activities.
• Assist with employee onboarding and offboarding administration.
• Support contract administration and document control.

Qualifications

• Bachelor's degree in any related field.
• Minimum 5 years of experience as an Executive Assistant, Secretary, or Administrator, preferably supporting senior-level executives.
• Previous experience working in a Japanese company is highly preferred.
• Experience working with Japanese management or coordinating with a Japan Headquarters will be an advantage.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent attention to detail and follow-up skills.
• Strong business writing and communication skills.
• High level of professionalism, integrity, discretion, and confidentiality.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
• Excellent English communication skills, both written and spoken.

Why Is This a Great Opportunity

• Work closely with the President and senior management.
• Join a stable and established organization.
• Gain exposure to an international business environment.
• Work closely with Japan Headquarters and regional offices.
• Excellent opportunity for career growth and professional development.