Executive Administrative Assistant

Summary of the Role:

The Executive Administrative Assistant plays a pivotal role in supporting the events operations and ensuring the smooth operational flow of the company. This multifaceted position encompasses a wide range of administrative, procurement, and liaison responsibilities, including the processing of essential permits, managing purchasing and procurement activities, facilitating communication with suppliers and stakeholders, and providing comprehensive administrative support. The ideal candidate is a highly organized, detail-oriented, and proactive individual with excellent communication and interpersonal skills, capable of working effectively in a dynamic environment and across hybrid and offsite work arrangements.

Duties and Responsibilities:

• Manage the end-to-end process of acquiring necessary permits for events, ensuring timely submission and follow-up with relevant authorities.
• Handle the procurement of goods and services required for events and office operations, including vendor communication, quotation gathering, purchase order creation, and invoice processing.
• Serve as the primary point of contact for suppliers, fostering positive relationships, clarifying requirements, and resolving any issues.
• Effectively communicate and build relationships with various stakeholders, including clients, customers, internal teams, and external partners, ensuring clear and timely information exchange.
• Provide comprehensive administrative assistance to the executive, including calendar management, meeting scheduling, preparation of reports and presentations, and handling confidential information.
• Perform a variety of administrative duties, such as managing correspondence, maintaining organized filing systems (both physical and digital), and handling office supplies.
• Proactively follow up with internal teams and external resources to ensure timely completion of tasks and deliverables.
• Maintain accurate records of permits, purchases, contracts, and other relevant documentation.
• Proficiently use Google Workspace applications (Sheets, Docs, Slides, Calendar) and Microsoft Office Suite applications (Excel) to manage tasks, create documents, and communicate effectively.
• Be amenable to working in a hybrid setup (combining office and remote work) and adaptable to fully offsite work as required.
• Be willing and able to work on shifting schedules as the demands of the events industry necessitate.
• Maintain excellent punctuality in adherence to work schedules and meeting commitments.

Qualifications:

• Bachelor's degree graduate in Business Administration, Management, or a related field.
• Proven work experience as an Administrative Assistant or Executive Assistant for at least 1 year, or in a similar role with transferable skills.
• Proficiency in Google Workspace applications (Sheets, Docs, Slides, Calendar).
• Proficiency in Microsoft Office Suite applications (Excel, Word, PowerPoint, Outlook).
• Highly organized with meticulous attention to detail.
• Excellent communication and interpersonal skills, with the ability to effectively communicate, interact, and build relationships with a diverse range of individuals, including clients, suppliers, customers, and stakeholders.

Good to have:

• Proven work experience in the events, film, or television industry.
• Familiarity with procurement processes and vendor management in the events sector.

Job Type: Full-time

Benefits:

• Company events
• Flexible schedule
• Opportunities for promotion
• Promotion to permanent employee

Schedule:

• Day shift
• Monday to Friday
• On call
• Rotational shift
• Weekends

Supplemental Pay:

• 13th month salary

Ability to commute/relocate:

• Taguig: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• How much is you current salary?
• How much is your expected salary?
• Can you join immediately? If not, what is your notice period?

Experience:

• executive administrative assistant: 1 year (Required)

Willingness to travel:

• 100% (Required)

Work Location: In person

Expected Start Date: 06/16/2025