Job Openings Executive Assistant

About the job Executive Assistant

We are looking for an experienced Executive Assistant to join our team and take charge of administrative responsibilities to assist the Chief Operating Officer (COO). The primary role of the Executive Assistant is to provide efficient and professional administrative services and support to the Chief Operating Officer (COO). This includes assisting with day-to-day activities, as well as handling general clerical duties. The successful candidate will be responsible for scheduling appointments and meetings, working on the company systems, organizing files, and handling telephone calls. The ideal candidate will possess excellent organizational and communication skills and will thrive in a fast-paced environment.

1. Assistance to the Department Head

Administrative and Personal Functions
-Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.
-Prepares and types internal and/or external memos, reports, business correspondences, letters, e-mails, etc.
-Prepares and monitors itineraries and attendance for timekeeping and filing of leaves, official business for approval of the COO and for submission to the HR Department
-Collates and records all receipts required for tax refund.
-Handles the day-to-day operations and specific tasks in a fast-paced environment

On Telephone Calls
-Courteously responds to phone calls and inquiries from both internal and external sources.
-Promptly attends to phone calls, prioritizing them with a sense of urgency, while ensuring accurate documentation and effective relay of all significant messages.
-Collaborates with the COO to facilitate communication with staff members across different entities, addressing any queries or concerns that arise.
-Provides assistance to employees by transferring calls to the appropriate department.

On Scheduling and Monitoring of Meetings
-Prepares schedule of daily meetings and weekly activities ahead of time
-Sets the appointments and monitors the calendar of activities.
-Responsible for maintaining the office calendar and overseeing all aspects of scheduling, organizing, prioritizing, and coordinating meetings and appointments, including video conference meetings, to ensure optimal workflow.

2. Assists Department Concerns

-HRIS Tagging: Attaches tags on the printed forms duly signed and approved by the COO for all applied leaves, official businesses, overtime works, offset, leaves, and failure to log in/out of all department staff including regional personnel.

-Consistently prepares Office Supplies requests on a monthly basis in accordance with the approved budget for anticipated consumption.

-Verifies and monitors the monthly billing of the COO's assigned corporate mobile phone, and prepares payment requests for processing and settlement, ensuring accuracy and adherence to budget. 

-Administers and oversees the scheduling of departmental leaves, ensuring proper documentation and adherence to policies.

-Facilitates coordination and maintains accurate records for department staff.

3. Document Management: Recording, Monitoring and Filing of Incoming and Outgoing Documents
-Manages and arranges files that enter and leave the department, ensuring easy accessibility.
-Formally logs incoming and outgoing documents, effectively tracking correspondence for monitoring purposes.
-Ensures timely updates and maintenance of filing systems, including tasks such as photocopying and scanning.

4. Department Project Assistance
-Provides assistance to the department in monitoring, updating, and coordinating various projects involving relevant internal and external stakeholders.