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Executive Assistant

Executive Assistant

Filinvest GroupMandaluyong, Metro Manila, Philippines
30+ days ago
Job description

The Executive Assistant provides high-level administrative support to senior executives or management by handling a wide range of executive-level tasks and responsibilities. This role requires exceptional organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

KEY FUNCTIONS / DUTIES AND RESPONSIBILITIES :

Calendar & Schedule Management

  • Organizes and maintains the executives calendar.
  • Schedules meetings, appointments, and conferences.
  • Sends reminders and manages conflicts or reschedules.

Meeting Coordination & Support

  • Prepares agendas and materials for meetings.
  • Takes minutes and distributes them to relevant parties.
  • Follows up on action items and deadlines.

    • Travel & Itinerary Management

  • Arranges domestic and international travel, including flights, accommodations, transportation, and visas.
  • Prepares detailed travel itineraries.
  • Manages expense reports and travel reimbursements.

    • Documentation & Records Management

  • Prepares and organizes reports, presentations, and files.
  • Maintains confidential records and ensures document accuracy.
  • Manages both physical and digital filing systems

    • Office & Administrative Support

  • Orders supplies and manages office needs.
  • Coordinates with other departments for smooth operations.
  • Supports special projects and events.

    • Decision-Making Support

  • Gathers and synthesizes information to aid executive decisions.
  • Prepares briefings and summaries for quick reference.
  • May be entrusted with confidential or sensitive matters.

    • Task & Project Coordination

  • Tracks deadlines, project milestones, and deliverables.
  • Helps coordinate teams or resources for executive initiatives.
  • Ensures tasks are completed on time and according to priorities.

    • Ad-hoc Activities

  • Other tasks that may be assigned from time-to-time
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    Executive Assistant • Mandaluyong, Metro Manila, Philippines