Job Summary
We are seeking an Executive Assistant to the General Manager. This role extends far beyond traditional administrative support—it demands a sharp, resourceful, and highly organized professional who can anticipate the General Manager's needs, manage competing priorities, and operate decisively in a fast-paced environment.
The ideal candidate exercises sound judgment, communicates with clarity and confidence, and remains composed when priorities shift quickly. They are comfortable working closely with a hands-on, results-driven leader and are ready to commit to an on-site role in Rizal, Palawan.
Important: This position requires relocation to Rizal, Palawan. Relocation support may be discussed during the offer stage.
Key Responsibilities
Executive Support
- Manage the General Manager's calendar, schedule appointments, coordinate meetings, and arrange travel logistics.
- Prepare presentations, briefing materials, reports, and meeting agendas with a high level of accuracy and professionalism.
- Draft and edit correspondence, emails, memoranda, and other executive communications on behalf of the General Manager.
- Take accurate meeting minutes and monitor the completion of action items and commitments.
- Manage petty cash, expense reports, and budget-related documentation as required.
Project and Business Coordination
- Coordinate with department heads to track the progress of key projects and cross-functional initiatives.
- Conduct research, analyze information, and prepare executive summaries to support strategic decision-making.
- Track deadlines, deliverables, and follow-up actions across multiple departments, escalating risks when necessary.
- Assist in planning executive meetings, company events, and special projects from initiation through completion.
Communication and Stakeholder Management
- Serve as the primary liaison between the General Manager and internal or external stakeholders, ensuring timely and effective communication.
- Handle sensitive and confidential information with the highest level of professionalism and discretion.
- Facilitate alignment across teams by ensuring commitments are followed through and key messages are communicated effectively.
- Support the General Manager's language and cultural integration by assisting with basic Tagalog language learning during day-to-day interactions, translating or explaining common workplace terms and expressions when appropriate, and providing guidance on Filipino workplace culture and local customs to foster effective communication and stronger relationships with employees and stakeholders.
Administrative and Office Management
- Organize and maintain executive records, contracts, reports, and confidential files in a structured and accessible manner.
- Develop, document, and continuously improve administrative systems and processes to enhance executive office efficiency.
- Support special projects and other duties assigned by the General Manager.
Qualifications
Education
- Bachelor's degree in Business Administration, Management, Communications, or a related field.
Experience
- Minimum of three (3) years of experience as an Executive Assistant, Executive Coordinator, Chief of Staff, or in a comparable senior support role.
- Proven experience managing complex schedules, coordinating across multiple departments, and preparing executive-level reports and presentations.
Technical Skills
- Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Slides, Calendar).
Other Requirements
- Willingness and ability to relocate to Rizal, Palawan (required).
- Flexibility to work beyond regular business hours when operational needs require it.
- High level of professionalism, integrity, and accountability.
Key Competencies
- Sound Judgment – Makes well-reasoned decisions independently, even under ambiguity or time pressure.
- Discretion and Integrity – Handles confidential information with professionalism and maturity.
- Proactive Initiative – Anticipates needs and addresses issues before they arise.
- Executive Communication – Communicates clearly, concisely, and confidently with leaders and stakeholders at all levels.
- Organizational Excellence – Effectively manages multiple priorities while maintaining attention to detail.
- Composure Under Pressure – Remains calm, solution-oriented, and productive in demanding situations.
- Growth Mindset – Welcomes feedback, demonstrates self-awareness, and continuously seeks improvement.
