Secretary / Assistant

E-Solutions IT Services; Muntinlupa; On-site; PHP 334,800 - 446,400; Full time

Job summary

A technology services provider in the Philippines is looking for an experienced Executive Assistant to manage correspondence, schedules, and meetings. The ideal candidate should have at least 1 year of experience in a similar role, be proficient in Microsoft Office Suite, and demonstrate strong organisational and communication skills. This position requires multitasking and maintaining confidentiality while supporting event planning and administrative tasks.

Qualifications

• Minimum 1 year of experience as an Executive Assistant, preferably in professional services.
• Strong proficiency in Microsoft Office Suite required.
• Excellent organisational and time management skills necessary.

Responsibilities

• Manage correspondence and calendars using Microsoft Office Suite.
• Organise and coordinate meetings, prepare materials, and take minutes.
• Provide support for internal and external event planning.

Skills

Microsoft Office Suite

Organisational skills

Time management

Written communication

Verbal communication

Multitasking

Confidentiality

Job description

Job Requirements:

• Minimum 1 year of experience as an Executive Assistant (professional services experience preferred).
• Strong proficiency in Microsoft Office Suite .
• Excellent organisational and time management skills.
• Strong written and verbal communication abilities.
• Ability to multitask, prioritise, and maintain confidentiality.
• Proactive, professional, and team-oriented.

Responsibilities:

Correspondence, Meeting & Diary Management

• Manage correspondence and calendars using Microsoft Office Suite.
• Proactively monitor and adjust schedules, resolve clashes, and liaise with internal and external stakeholders.
• Understand key stakeholder priorities and reflect them in effective diary planning.
• Organise and coordinate meetings, including preparing materials and taking minutes when required.
• Coordinate domestic and international travel arrangements, including travel-related documentation and expense tasks.
• Provide support for internal and external event planning and execution.

Operational Management & Reporting

• Ensure timesheets, expense claims, and time/expense transfers are completed accurately and on time.
• Process WIP/CRM reports as part of financial and operational reporting.
• Provide assistance to colleagues during periods of absence to maintain workflow continuity.

People & Culture Support

• Meet internal deadlines for performance management activities, including goal setting, engagement reviews, and quarterly check-ins.
• Provide administrative support for recruitment activities.
• Assist with onboarding and offboarding processes, including documentation, asset collection, and People Movements reconciliation.
• Support People Direct queries, CECs, and related tasks.
• Build strong working relationships across the firm.
• Maintain compliance with independence requirements at all times.