Executive Secretary

Job description

1. Administrative Support:

• Manage the entrepreneur's calendar, scheduling appointments, meetings, and travel arrangements.
• Coordinate and prioritize incoming requests, emails, and phone calls, ensuring timely and appropriate responses.
• Prepare and review documents, reports, presentations, and other business correspondence.
• Maintain confidential records, files, and documents, ensuring easy access and retrieval.

2. Communication and Correspondence:

• Act as the primary point of contact for internal and external stakeholders, screening and directing communication as needed.
• Draft, edit, and proofread business correspondence, letters, emails, and memos on behalf of the entrepreneur.
• Handle incoming and outgoing mail, faxes, and courier services, ensuring prompt and accurate delivery.
• Maintain an organized filing system, both electronic and physical, for easy retrieval of information.

3. Meeting and Travel Coordination:

• Coordinate and schedule meetings, conferences, and appointments, ensuring all logistical arrangements are in place.
• Prepare meeting agendas, materials, and presentations, and take accurate meeting minutes.
• Arrange domestic and international travel, including flights, accommodations, ground transportation, and visas.
• Prepare detailed itineraries, travel packs, and expense reports related to travel activities.

4. Relationship Management:

• Build and maintain positive relationships with clients, partners, vendors, and other stakeholders on behalf of the entrepreneur.
• Coordinate and organize business events, conferences, and networking opportunities.
• Assist with managing and prioritizing external requests for the entrepreneur's time and attention.

5. Research and Analysis:

• Conduct research on various topics, gather data, and provide concise reports and summaries.
• Analyze information and data to identify trends, patterns, and opportunities.
• Assist in preparing presentations, business plans, and proposals.

6. Office Management:

• Oversee office operations and procedures, ensuring an efficient and productive work environment.
• Manage office supplies, equipment, and maintenance needs.
• Coordinate with IT support and other service providers to address technology-related issues.
• Assist in the recruitment and onboarding of new team members when required.

Requirements:

• Proven experience as an Executive Secretary, Executive Assistant, or similar role, supporting senior-level executives or entrepreneurs.
• Excellent organizational and time-management skills, with the ability to handle multiple tasks and priorities simultaneously.
• Strong written and verbal communication skills, with exceptional attention to detail.
• Proficiency in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Discretion and the ability to handle confidential and sensitive information with professionalism.
• Excellent interpersonal skills and the ability to build positive relationships with stakeholders at all levels.
• Strong problem-solving skills and the ability to anticipate needs and proactively address challenges.
• Flexibility and adaptability to work in a fast-paced and dynamic environment.
• A high degree of professionalism, integrity, and reliability.

This is a unique opportunity to work closely with an entrepreneur, contributing to their success by providing top-notch administrative and secretarial support. If you are a motivated and organized professional with a passion for supporting entrepreneurial endeavors, we encourage you to apply for this position.

Job Type: Full-time

Pay: Php18,000.00 - Php20,000.00 per month

Benefits:

• Company Christmas gift
• Employee discount
• Free parking
• Fuel discount
• Opportunities for promotion
• Paid training
• Promotion to permanent employee

Schedule:

• 8 hour shift

Supplemental pay types:

• 13th month salary
• Anniversary bonus
• Bonus pay
• Commission pay
• Overtime pay
• Performance bonus
• Quarterly bonus
• Yearly bonus