Executive Assistant

EXECUTIVE ASSISTANT TO THE PRESIDENT & GENERAL MANAGER

About the Role

We are looking for a highly organized, reliable, and proactive Executive Assistant to the President & General Manager to provide administrative, operational, and coordination support to senior leadership.

The successful candidate will assist with day-to-day administrative requirements, payment processing, banking coordination, appointment scheduling, purchasing, document facilitation, and coordination with internal departments and external stakeholders. This role requires someone who can manage multiple responsibilities, anticipate routine needs, and work independently with minimal supervision while maintaining confidentiality and attention to detail.

Key Responsibilities

1. Executive and Administrative Support

• Provide day-to-day administrative assistance to the President and General Manager.
• Manage and coordinate meetings, appointments, schedules, and other administrative commitments.
• Organize documents, maintain records, and ensure important information is readily accessible.
• Handle routine administrative requests and follow through on outstanding tasks and commitments.

2. Bills, Payments, and Banking Coordination

• Assist with processing bills, invoices, payments, and other administrative financial requirements.
• Coordinate with banks regarding transactions, documentation, and related follow-ups.
• Track payment deadlines and ensure the timely submission of required documents, subject to the appropriate approval processes.
• Maintain organized payment records and handle financial information with discretion.

3. Purchasing and Supply Coordination

• Coordinate the purchasing of materials, medicines, office supplies, and other items required for business operations, including requirements related to the business in La Union.
• Communicate with suppliers and service providers regarding product availability, pricing, delivery schedules, and other purchasing requirements.
• Monitor requests and deliveries to ensure that required items are obtained on time.
• Assist in organizing purchasing records, receipts, and supporting documents.

4. Document Management and Facilitation

• Prepare, organize, and facilitate documents requiring review, signature, or approval.
• Coordinate with the appropriate individuals to ensure documents are routed and returned within required timelines.
• Monitor pending approvals and follow up on outstanding documentation.
• Maintain accurate records and ensure the proper handling of confidential documents.

5. Internal and External Coordination

• Coordinate with various departments regarding administrative requests, documents, schedules, and operational requirements.
• Liaise with external parties, including banks, suppliers, and service providers, as needed.
• Follow up on assigned requests to ensure timely completion and resolution.
• Communicate updates, pending items, and potential issues to the President and General Manager.

6. General Operational Support

• Handle multiple administrative and coordination tasks while managing competing priorities.
• Anticipate routine requirements and take initiative to address them before they become urgent.
• Identify administrative gaps and suggest practical ways to improve efficiency.
• Perform other administrative and coordination duties as may be reasonably assigned.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Management, Office Administration, or a related field is preferred.
• Previous experience as an Executive Assistant, Administrative Assistant, Personal Assistant, or in a similar administrative support role.
• Experience supporting senior executives, business owners, or management-level professionals is an advantage.
• Familiarity with bills and payment processing, banking coordination, purchasing, and document facilitation.
• Strong organizational skills and the ability to manage multiple tasks, deadlines, and priorities.
• Excellent coordination, communication, and follow-up skills.
• Proficiency in Microsoft Office or Google Workspace and other relevant administrative tools.
• Ability to handle confidential information with discretion and professionalism.
• Willingness to coordinate with different departments, suppliers, banks, and other external parties.

Ideal Candidate Profile

The ideal candidate is:

• Organized and detail-oriented — able to maintain accurate records, manage schedules, and keep administrative matters on track.
• Proactive and resourceful — takes initiative, anticipates routine needs, and resolves administrative concerns with minimal supervision.
• Reliable and accountable — follows through on commitments and ensures tasks are completed within agreed timelines.
• Trustworthy and discreet — handles sensitive documents, financial matters, and executive information responsibly.
• Adaptable and flexible — comfortable handling a variety of administrative responsibilities and shifting priorities.
• A strong communicator — able to coordinate professionally with senior leaders, internal departments, banks, suppliers, and other stakeholders.

What Success Looks Like

• Daily administrative requirements are handled efficiently and reliably.
• Bills, payments, banking coordination, and purchasing requests are followed through accurately and on time.
• Documents requiring signatures or approvals are properly coordinated and tracked.
• Internal departments and external stakeholders receive timely communication and follow-up.
• The President and General Manager can rely on the Executive Assistant to manage routine administrative matters independently and escalate issues when necessary.

Interested candidates are encouraged to apply with an updated CV highlighting their relevant executive support, administrative coordination, payment processing, purchasing, and document management experience.