SMART, RESOURCEFUL, ORGANIZED
The Executive Secretary provides high-level administrative support to senior executives and the CEO, ensuring efficient . This role involves managing schedules, handling correspondence, organizing meetings, and performing various administrative tasks to facilitate the executive's daily activities and contribute to the organization's success.
Key Responsibilities:
Manage and maintain the executive's schedule, including appointments, meetings, and travel arrangements.- Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
Prepare and edit documents, reports, and presentations.
Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.- Ensure meeting logistics are handled, such as room bookings, equipment setup, and catering arrangements.
Travel Management:- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
Prepare and manage travel expense reports and reimbursements.Document Management:
Maintain and organize confidential files and records, ensuring they are up-to-date and easily accessible.
- Handle document filing, retrieval, and archiving.
Communication:
- Serve as the primary point of contact between the executive and internal/external stakeholders.
Facilitate effective communication by screening calls, emails, and requests, and responding on behalf of the executive when appropriate.
- Draft, review, and send communications on behalf of the executive.
Project Assistance:
- Assist in the planning and execution of special projects and initiatives led by the executive.
Conduct research and gather information as needed for various projects and reports.
Ensure the executive's office runs smoothly by managing supplies, equipment, and office maintenance.- Coordinate with other administrative staff to ensure a cohesive and efficient office environment.
Event Planning:- Organize company events, meetings, and functions as required, including logistics, invitations, and event coordination.
Assist in preparing materials and presentations for events.Confidentiality:
Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
Qualifications:
Associate's or bachelor's degree in Business Administration, Office Management, or a related field preferred.Experience:
3+ years of experience as an executive secretary or in a similar high-level administrative role.
- Experience in managing executive schedules and handling confidential information.
Skills:
- Excellent organizational and time-management abilities.
Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Familiarity with office management software and tools.- Strong attention to detail and accuracy.
Attributes:- Ability to work independently and prioritize multiple tasks effectively.
Professional demeanor and strong interpersonal skills.- High level of integrity and discretion in handling confidential information.
Proactive and resourceful problem-solving skills.
- Flexibility and adaptability to changing demands.
Working Conditions:
- This position involves working in an office environment.
May require occasional travel or overtime to accommodate executive needs and deadlines.- Flexibility to work outside regular business hours as needed to support the executive's schedule.
Job Type: Full-time
Pay: Php25,- 00 - Php35,000.00 per month
Benefits: - Employee discount
Opportunities for promotion
Promotion to permanent employee
Schedule:Supplemental pay types:
13th month salary
