Executive Assistant

Position Title: Executive Assistant

Salary Grade: 30,000 - 40,000PHP a month

Reports To: President

Primary Relationships:  Internal Staff

Date: September 2023

Schedule: 3 PM to 12 AM PH Time (Flexible)

Work Set Up: Work On Site

Scope and Purpose:

As an executive assistant, you will be required to operate in a number of different capacities. You will manage mostly business-related tasks for the president and other executives such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, Google Suite, be extremely fast at solving problems, excellent in task management, time management, tactical leadership, and overall accountability.

You will be required to operate in a confidential manner as some tasks may require maneuvering business-critical items. Time is always of the essence in your role. Likely the most vital understanding of the portion in which you will fill is executing visions from the executive team and doing that with little to no oversight yet expected to show results.

Responsibilities

• Calendar Management:
  • Manage and maintain the executive's calendar, scheduling meetings, appointments, and events
    
  • Prioritize and coordinate appointments based on the executive's goals and commitments
    
  • Ensure that the executive is well-prepared for upcoming meetings and engagements
    
    
• Communication Management:
  • Act as the primary point of contact between the executive and internal/external stakeholders
    
  • Screen and manage phone calls, emails, and correspondence on behalf of the executive
    
  • Draft, edit, and proofread documents, letters, reports, and presentations
    
    
• Meeting Coordination
  • Arrange and coordinate meetings, conferences, and travel itineraries
    
  • Prepare meeting agendas, documents, and presentations
    
  • Attend meetings, take accurate minutes, and distribute meeting notes as necessary
    
    
• Information Management:
  • Organize and maintain both physical and electronic files, documents, and records
    
  • Safeguard sensitive and confidential information with the highest level of discretion
    
    
• Office Management:
  • Maintain an organized and efficient office environment
    
  • Manage office supplies, equipment, and expenses
    
  • Oversee administrative staff if applicable
    
    
• Travel Arrangements:
  • Book and manage travel accommodations, including flights, hotels, and transportation
    
  • Prepare detailed travel itineraries and ensure all arrangements are well-coordinated
    
    
• Administrative Support
  • Assist in preparing reports, presentations, and proposals
    
  • Conduct research and gather information for special projects
    
  • Handle administrative tasks such as data entry, document scanning, and filing
    
    
• Task Prioritization:
  • Help the executive prioritize tasks and manage time effectively
    
  • Proactively identify and address issues or challenges that may arise
    
    
• Lead Activities:
  • Coordinate and lead key projects for improvement across all levels of the organization. Directly collaborate with managers to re-engineer processes
    
    
• Monitor Progress:
  • A crucial aspect, monitoring progress in order to check if changes yield desirable results
    
    
• Evaluates and analyzes Internal Controls and Processes. Includes, but not limited to the following:
  • Management of CO Subsidiary Company
    
  • Task & Project Management
    • Meetings for what is ongoing within the company as needed
      
      
  • Email Management
    
  • CO Departments
    • Collaboration liaison
      
      
  • Occasional Oversight or auditing of:
    • Onboarding of New Employee/ Client -- Offboarding of New Employee/ Client
      
      
  • Procurement Process -- Cash Request Process
    
  • Other departmental Operational Process
    
  • Prepares recommendation/reports based on the results of the stated audit/test to be presented and shared with the President
    
  • Audits current controls and performance monitoring elements to assess effectiveness and completeness
    
    
• Review and evaluate policies and procedures
• Ability to work independently, with limited required direction and guidance
• Reporting needs: 
  • Must create weekly, monthly and quarterly sum reports for directors and create templates and processes
    
  • Create an end of audit report template and process
    
  • Create an action report template for the Supervisor to distribute to the process owner for adjustment/fixes
    
    

Requirements:

• Bachelor Degree holder of Business Administration preferably studying MBA or a MBA degree holder
  
• Proficiency in office software including word processing, spreadsheet, and presentation software

• Exceptional organizational and time management skills

• Discretion and the ability to maintain confidentiality

• Willing to adopt a fast-paced working environment

• Ability to work well under pressure

• Able to demonstrate Initiative

• Excellent English language skills (written and speaking)

• Very good computer skills; computer literate

• Adaptability and the ability to handle changing priorities

• Detail-oriented and a high level of accuracy in work product

• Ability to work independently and meticulously

• Good time management and multitasking skills

• Willing to work a flex schedule

  • Weekends if needed

• High level of intelligence

• Great technical/ basic IT skills

• 45 words per minute typing minimum

• Must be able to drive a car and scooter

Experience:

• A minimum of 2-3 years as an Executive Assistant


COmpany Benefits:

• SSS, Philhealth, Pag-Ibig

• 13th Month Pay

• HMO and Life Insurance (AVEGA)

• Free Shuttle Service

• CO League - Monthly Company Activities

• CO Clubs

• CO Amenities Swimming Pool, Clinic and Kids zone

• CO Stars - Corporate Social Responsibility Involvement Scholarship Programs

• CO Academy - Training and Development Programs

• COolture Coach

• CO Gears

• Cool and Flexible Workplace

• Other Performance and Attendance Based Rewards

• Bereavement Leave

• Paternity Leave

• 7 days SOLO Parent Leave

• Magna Carta Leave

• Company Bank Loan