As an Executive Assistant/Office Assistant, you will provide high-level administrative support to the company's executive management and handle the overall office management. This role is crucial in ensuring the efficient operation of the local office and the overall smooth functioning of the business.
General Duties and Expectations:
- Stand as the primary point of contact for all employees regarding inquiries, communication, and coordination of activities within the company.
- Oversee the day-to-day operations of the office, including managing supplies, coordinating facilities maintenance, and ensuring a productive and efficient work environment.
- Set up physical and virtual meetings, and prepare the minutes of the meeting.
- Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters.
- Assist with emails and correspondences.
- Support management with various projects by coordinating tasks, tracking progress, and ensuring deadlines are met. Collaborate with team members and other departments as required.
- Organize and maintain files, records, and documents. Conduct research, compile data, and prepare reports or presentations as needed.
- Provide information for internal and external team communication – memos, emails, presentations, announcements.
- Cultivate positive working relationships with colleagues, clients, vendors, on behalf of the management. Represent the executive in a professional and courteous manner.
- Assist in employee travel logistical arrangements, including airfare, accommodations, meals, and incidentals. Process expense reports and reimbursements in accordance with company policies and procedures.
- Procure and manage office supplies, including stationery, equipment, and other necessary items. Coordinate with vendors and suppliers to ensure timely delivery and replenishment of stock.
- Maintain inventory of pantry items, including snacks, beverages, and kitchen supplies. Monitor usage patterns and reorder items as needed to ensure availability and freshness.
- Assist in the management of office budgets, tracking expenses, and ensuring that costs remain within budgetary constraints.
- Oversee event coordination for company events (e.g. selecting venues, arranging catering, and managing event logistics)
- Prepare food delivery arrangements for the office
- Perform minor accounting duties (e.g. expense reports and liquidation)
- Perform ad hoc tasks assigned by the management
- Provide personal assistance to the management
- Must be able to report onsite in Makati on Mondays to Fridays, 8:00 AM to 5:00 PM
- 3-4 Years’ Experience as an Executive Assistant or similar role, preferably supporting C-level executives or senior leadership.
- Must possess at least Bachelor's/College Degree in any field
- Must have excellent working knowledge of MS Office and Google Suite
- Must have excellent working knowledge of Canva and similar applications
- Must have excellent working knowledge of Slack, Zoom and Google Meet
- Must have excellent working knowledge of online shopping applications
- Must have excellent working knowledge of computer hardware (e.g. printers, scanners, telephone, cellphone)
- Excellent organizational and time management skills, with the ability to prioritize tasks and handle multiple responsibilities simultaneously.
- Strong written and verbal communication skills, with the ability to communicate effectively with employees at all levels.
- High level of discretion and confidentiality, with the ability to handle sensitive information with tact and professionalism.
- Company laptop provided
- 20 days paid leave
- Paid parental leave benefits
- Technology Allowance Reimbursement
- HMO and Retirement Plan upon regularization
- Night Differential Pay
- Free office lunch every Wednesday
- Quarterly Company Happy Hour
- Annual Pod Outings
- Performance Incentives and bonuses
