JOB PURPOSE
Provide full assistance to the Executive by undertaking administrative & support duties.
JOB DUTIES AND RESPONSIBILITIES
- Record and maintain the executive's appointment schedule by planning, scheduling, and organizing meetings, conferences, teleconferences, and travel.
- Organize meetings and assemblies by coordinating and monitoring of reservations and other related matters.
- Assist in the executive's day to day needs.
- Keep an organized record of documentation signed by the executive.
- Prepare travel itineraries, secure visas and travel documents, hotels, secure travel tickets or transportation requirements of executives for business trips. Facilitate seat reservations, check in and other special requirements.
- Facilitate renewals and secure all necessary documentation and IDs for the executive.
- Facilitates travel agency billings.
- Acts as liaison between executives and other department heads and managers.
- Review and organize all documents for approval of the executives.
- Monitor and upkeep inventory of supplies and equipment.
- Facilitate international travel for the company.
- Prepare payments, reimbursements, cash advances and liquidations of the executive office.
- Handle incoming and outgoing communications.
- Coordinate with other subsidiaries as needed.
- Perform other tasks and activities assigned.
WORKING CONDITIONS AND PHYSICAL REQUIREMENTS
- Work is normally performed in a typical interior/office work environment. (ON-SITE SETUP IN BALINTAWAK, QC)
- Work hours follow the Executive's schedule.
- Very limited exposure to physical risk.
- Occasionally must do field work or travel.
- Reachable 24/7.
QUALIFICATIONS
- Bachelor's Degree (College Graduate).
- With at least 5 years relevant experience in office administration, supporting executive level.
- Willing to work ON-SITE in Balintawak, Quezon City.
- With understanding of corporate terminologies.
- Knowledgeable in providing effective administrative and personal support.
- Excellent in record keeping and updating.
- Proficient with Microsoft office, common social media apps, and use of the internet.
- Knowledge of personalities relevant to business or fashion retail.
- Excellent at planning and organizing.
- Good written and verbal English communication skills, particular in business communication.
- Good analytical skills and detail orientation.
- Very resourceful and efficient in delivering required work on time.
- Basic telephone, text, email handling skills.
- Able to use technologies/equipment used by the executive.
- Fast learner.
- Able to establish and maintain positive working relationships with others both internally and externally.
- Confident and positive work attitude.
- Strong work ethic and service orientation.
- Adheres to need for high quality work output.
