JOB SUMMARY:
The Executive Assistant is responsible for managing the administrative needs of the company and providing secretarial services to the Pilmico executives.
Secretarial Function
- Schedule meetings and manage appointments of the executives and affiliates, dealers, bankers, and other important clients ensuring that the schedules are organized properly.
- Perform secretarial works such as placing and screening calls for the executives, sending and delivering messages to concerned personnel, screening incoming mails, and other related tasks ensuring that important communications are prioritized and coursed through concerned personnel
- Maintain files and records ensuring easy retrieval when needed while safeguarding security and confidentiality of sensitive documents
- Prepare meeting agenda and important notices ensuring that attendees to meetings are properly informed
- Prepare business correspondences to concerned parties as needed
- Prepare annual budget of the executives ensuring that the proposed budget is realistic and in line with the organization's work plan
- Coordinate with travel agent regarding the purchase of boat and plane tickets for PFC and PANC executives, hotel accommodation & hotel transfers, and renewal of passports and facilitation of visa applications ensuring that travel requirements are accomplished and arrangements are properly coordinated
- Approve purchase request for executives admin related requirements such as cabinets, chairs, tables, tool of trades and coordinate with the buyer for quotation and sampling ensuring that the sample meet the specified requirements
- Coordinate with the admin the renewal of the mobile plan of the executive and monitor usage of company-issued cellular phones ensuring that problems are promptly reported to the telecommunication company and that cost consumption for official calls remains within budget
- Make cash advances for executive needs such as travel allowance and meeting ensuring that these are properly and timely liquidated
