Functions- Anticipates the executive needs and proactively bring together appropriate people and resources to support the executive in addressing issues.
Files and safe keeps documents and minutes of meeting.- Maintains an efficient physical and electronic filing system.
Manages an active calendar of appointments, schedules and up to date contact list.
- Administers correspondences, manages incoming calls, and prioritizes phone messages, emails and mail for the Executive Office.
Handles all activities and communications with a high degree of discretion, professionalism, accuracy and confidentiality.- Handles all calls and visitors with grace, sophistication and professionalism.
Accurately tracks expenses by managing credit cards and receipts. Encodes monthly credit card billings of Officers.
- Prepares for COO and BOD meetings including ordering of meal, refreshments, availability of conference rooms, setting up of projector or video conferencing units.
Prepares as needed Outlook, Word, Excel and PowerPoint materials for internal and external meetings and conferences requirements.- Work on travel arrangements as necessary and prepare corresponding travel itinerary.
Ensures submission of all required reports by the different Department Heads on daily, weekly, monthly, quarterly & yearly basis. Makes follow up as necessary.
- Coordinates with the different Department Heads as instructed and as needed.
Reviews all Contracts for signature of the Officers vs the approved template if any before endorsing for signature. Ensures new contracts have been signed off by Legal Dept. prior to COO signature.- Monitors and ensures that the members portal are updated regularly.
Track the progress and deliverables of Creatives Dept. and Corporate Communications Team.
- Ensures that all the supplies & groceries for the offices of the boss & boardroom are complete at all times.
Performs other duties or projects that may be assigned from time to time.
- Qualification Requirements
Education : Graduate of any (4 years) business course- Experience : At least one (5) years experience as Executive Assistant
Skills : Very good verbal and writing and report presentation skills.
- High level of professionalism.
Can handle confidential information accordingly is crucial in this role.- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong sense of urgency.
Job Type: Full-time
Benefits:
Company events Promotion to permanent employee
Schedule:
Supplemental pay types:
* 13th month salary
