Executive Secretary

Position Summary

The Executive Assistant at BPI MS Insurance supports three to four senior executives and collaborates closely with their direct reports (one-downs), internal stakeholders, and external partners. The role is responsible for delivering efficient executive support through calendar and meeting management, professional communication, travel coordination, and compliance support for expatriate documentation, while also providing limited assistance to the broader Departmental leadership team and backup support within the executive assistant pool.

Key result areas include ensuring seamless executive scheduling and coordination, accurate and timely communication, efficient travel and logistics management, compliance with work permit and visa requirements, and continuity of support across the secretarial team.

This position matters because it enables executives to focus on strategic priorities by ensuring operational efficiency, organizational alignment, and reliable administrative support across the leadership team.

Key Responsibilities:

Executive & Administrative Support

• Provide administrative support to three to four executives, including calendar management and meeting coordination.
• Schedule meetings, manage appointments, and resolve scheduling conflicts efficiently.
• Act as part of the executive support pool, providing backup coverage for other secretaries during absences or peak workload periods to ensure continuity of support.

Communication & Coordination

• Serve as a point of contact between executives and internal/external stakeholders, including principals from BPI, MSI Asia and MSI Japan.
• Draft and manage professional correspondence, including emails and memos.
• Coordinate logistics for meetings, including room bookings, meals and virtual setups.

Broader Leadership Support

• Provide limited administrative assistance to other senior officers in the organization, particularly direct reports (one-downs) of CxOs.
• Arrange and coordinate flights, accommodations, and travel itineraries for the wider leadership team and team members as required.

Travel, Logistics & Compliance Support

• Arrange travel plans, including flights, accommodation, and itineraries.
• Assist with expense tracking and reimbursement processing.
• Liaise with relevant government agencies and external legal counsel to support the processing and renewal of work permits and visas for Japanese expatriates, ensuring all documentation remains current and compliant.

Document & Information Management

• Maintain organized filing systems, both digital and physical.
• Assist in preparing reports, presentations, and other business documents.
• Ensure accuracy and confidentiality of sensitive information.

Must-Have Qualifications

1. Bachelor's degree in any field.
2. At least 2 years of experience in administrative or office support roles, with prior experience supporting senior leaders in a similar capacity.
3. Supported expatriates in previous roles and in multinational companies
4. Strong attention to detail and time management skills.
5. High level of written and verbal communication skills.
6. Proficiency in Microsoft Office and standard productivity tools.
7. High level of professionalism and ability to handle confidential information.

Nice-to-Have Qualification

1. Japanese speaking skills is an advantage.