Position: Executive Assistant
Department: Support / Admin
The Executive Assistant's strengths are on these fundamental aspects:
- Executive Support and Management
- Project Management and Execution
- Company Image Lead
- Innovative Thinking
- Stakeholder Management
- Culture Fit and Culture Addition
Executive Support and Management:
- Manages and coordinates heavy, complex meeting schedule, including the management of calendars, related correspondence, meeting details, and logistics coordination;
- Completes a broad variety of administrative tasks that facilitate the executive's ability to effectively lead the organization, including: completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; facilitate schedule and coordination for annual executive check-ups; and manages and coordinates errands including but not limited to: bank transactions (Manager's check, credit card payments, etc.), post-paid account transactions, booking of driver as necessary.
- Serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the executive, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect the executive's style and organizational policy.
- Serve as the executive's administrative liaison to the Board of Directors and ensures to prepare documents for review and presentation to boards of directors.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Project Management & Execution:
- Lead executive-projects in both its ideation, execution, as well as resource allocation;
- Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; making adjustments to plans;
- Prepares a summary of creative teams workload on a weekly basis and help manage bandwidth with creative leads in charge;
- Maintaining comprehensive and accurate corporate records, documents and reports.
Innovative Thinking:
- Contribute in planning and coordinating administrative procedures and systems and devising ways to streamline processes.
Company Culture Fit & Culture Addition
- Be an active participant and advocate of the team/agency's culture to create a positive and energetic work environment.
Key Skills and Requirements:
- Problem Solving, Persistence & Belief on the power of the Big Idea to create purposive work;
- Articulate to communicate clear thoughts and more importantly, directions;
- Strategic in its identification of problems, approaches or solutions;
Technical Experiences:
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Proficiency in Windows, including MS Word, EXCEL and PowerPoint;
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently and with professional discretion.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Knowledge of other languages is an asset;
Website: www.propelmanila.com
