Senior Executive Assistant - Office of the General Manager

Philippine International Convention Center - Government; Philippines; On-site; PHP 600,000 - 900,000; Full time

Job summary

Philippine International Convention Center - Government invites applications for a Senior Executive Assistant to the General Manager. The successful candidate will be the principal executive support, oversee the General Manager’s office operations, and coordinate strategic initiatives with internal teams and external partners.

Candidates must hold a Bachelor of Laws or Juris Doctor, with at least five years in executive support and three years in supervision.

Qualifications

• Law degree required or awaiting bar results, subject to management discretion
• Minimum of five (5) years in executive assistance, with three (3) years in supervisory/managerial roles
• Training in executive assistance, legal writing, records management, public administration, corporate governance, or related areas

Responsibilities

• Review, analyze, and evaluate all incoming communications to determine priority for the General Manager.
• Coordinate and route directives and assignments to departments, monitoring timely submissions.
• Draft, prepare, and review correspondence, memoranda, and official documents for GM approval.
• Assist in monitoring implementation and progress of executive directives and departmental assignments.
• Monitor reports and submissions from departments to ensure timely completion.
• Conduct research and prepare briefing papers and reports for executive decision-making.
• Coordinate commitments and representation in organizations where PICCI has membership or official participation.
• Ensure GM is prepared for meetings with complete agenda materials and briefing notes.

Skills

Executive support

Legal writing

Legal research

Records management

Public administration

Education

Bachelor of Laws (LLB)

Juris Doctor (JD)

Job description

DEPARTMENT: Office of the General Manager
NO. OF VACANCY: 1
EMPLOYMENT GRADE: EG 23

JOB SUMMARY

The Senior Executive Assistant serves as the principal executive support to the General Manager and functions as the lead coordinator of the Office of the General Manager (OGM). The position is responsible for managing the General Manager's office operations, ensuring the efficient execution of executive directives, coordinating strategic initiatives, and overseeing the work of the OGM staff. The incumbent exercises a high degree of discretion and confidentiality while acting as the primary liaison between the General Manager and internal and external stakeholders.

DUTIES AND RESPONSIBILITIES

A. Executive Support and Coordination

1. Review, analyze, and evaluate all incoming communications, documents, reports, and other submissions to determine the priority/appropriate action by the General Manager.

2. Coordinate and route communications, directives, and assignments to the appropriate departments and offices, and monitor the timely submission of comments, recommendations, and feedback for the General Manager's consideration.

3. Draft, prepare, and review correspondence, memoranda, reports, and other official documents for the approval and signature of the General Manager.

4. Assist the General Manager in monitoring the implementation and progress of executive directives, and departmental assignments to ensure their timely and effective completion.

5. Monitor and ensure that reports and other required submissions from concerned departments/divisions/offices are completed and submitted within prescribed timelines.

6. Conduct research, gather and analyze relevant information, compile data, and prepare briefing papers, reference materials, and reports to support executive decision-making and policy formulation.

7. Coordinate and monitor the PICCI’s commitments, obligations, and participation in international, regional, national, and local organizations, associations, and other entities where the organization maintains membership or official representation, and assist the General Manager in fulfilling related responsibilities.

8. Ensure that the General Manager is adequately prepared for meetings, conferences, official engagements, and speaking events by coordinating complete agenda materials, briefing notes, presentations, background information, and other relevant documents.

B. Supervision and Office Management

1. Supervise, monitor, and evaluate the attendance, work schedules, performance, and day-to-day administrative activities of personnel assigned to the Office of the General Manager - unior Executive Assistant II, Junior Executive Assistant, Executive Secretary, Senior Administrative Assistant, and Driver/Utility Man, to ensure efficient and effective office operations.

C. Other Functions

1. Perform such other duties, responsibilities, and special assignments as may be assigned by the General Manager from time to time.

SKILLS/QUALIFICATIONS GUIDE

Education

• Bachelor of Laws (LLB) or Juris Doctor

• Must be a Lawyer, however, candidates who have completed a Bachelor of Laws or Juris Doctor degree and are awaiting Bar results may also be considered, subject to management discretion

Experience

• At least five (5) years of relevant experience in executive assistance, administrative function, technical writing, legal research/practice, corporate administration or related field; three (3) years of which are supervisory/managerial experience

Training

• Relevant trainings in executive assistance, legal writing, records management, public administration, corporate governance, or related areas