Philippines Job Openings
Multi-Mach International
Personal Assistant/Secretary
Makati City
FULL TIME
October 11, 2024
Job description
SMART, RESOURCEFUL, ORGANIZED
- Job Summary:
Key Responsibilities:
- Administrative Support:
- Manage and maintain the executive's schedule, including appointments, meetings, and travel arrangements.
- Handle incoming and outgoing correspondence, including emails, letters, and phone calls.
- Prepare and edit documents, reports, and presentations.
- Meeting Coordination:
- Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
- Ensure meeting logistics are handled, such as room bookings, equipment setup, and catering arrangements.
- Travel Management:
- Arrange domestic and international travel, including flights, accommodations, transportation, and itineraries.
- Prepare and manage travel expense reports and reimbursements.
- Document Management:
- Maintain and organize confidential files and records, ensuring they are up-to-date and easily accessible.
- Handle document filing, retrieval, and archiving.
- Communication:
- Serve as the primary point of contact between the executive and internal/external stakeholders.
- Facilitate effective communication by screening calls, emails, and requests, and responding on behalf of the executive when appropriate.
- Draft, review, and send communications on behalf of the executive.
- Project Assistance:
- Assist in the planning and execution of special projects and initiatives led by the executive.
- Conduct research and gather information as needed for various projects and reports.
- Office Management:
- Ensure the executive's office runs smoothly by managing supplies, equipment, and office maintenance.
- Coordinate with other administrative staff to ensure a cohesive and efficient office environment.
- Event Planning:
- Organize company events, meetings, and functions as required, including logistics, invitations, and event coordination.
- Assist in preparing materials and presentations for events.
- Confidentiality:
- Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
- Education:
- Associate's or bachelor’s degree in Business Administration, Office Management, or a related field preferred.
- Experience:
- 3+ years of experience as an executive secretary or in a similar high-level administrative role.
- Experience in managing executive schedules and handling confidential information.
- Skills:
- Excellent organizational and time-management abilities.
- Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Power Point, Outlook).
- Familiarity with office management software and tools.
- Strong attention to detail and accuracy.
- Attributes:
- Ability to work independently and prioritize multiple tasks effectively.
- Professional demeanor and strong interpersonal skills.
- High level of integrity and discretion in handling confidential information.
- Proactive and resourceful problem-solving skills.
- Flexibility and adaptability to changing demands.
- This position involves working in an office environment.
- May require occasional travel or overtime to accommodate executive needs and deadlines.
- Flexibility to work outside regular business hours as needed to support the executive's schedule.
Pay: Php25,000.00 - Php35,000.00 per month
Benefits:
- Employee discount
- Opportunities for promotion
- Pay raise
- Promotion to permanent employee
Schedule:
- 8 hour shift
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