Executive Assistant

QUALIFICATIONS

• Candidate must possess at least a Bachelor's Degree
• Proficient in English and Filipino, both verbal and written
• Detail-oriented, proactive, systematic, and organized
• A good grasp on using MS Office Applications (Word, Excel, and PowerPoint) and other applications such as Canva and other productivity tools
• Disciplined and willing to learn
• Strong business acumen and critical thinking skills
• Strong analytical, problem-solving, observation, technical knowledge, and social skills
• Good leadership skills and cooperative
• Must be willing to travel and to work long hours
• Willing to work on Saturdays once or twice a month

JOB DESCRIPTION

Payroll-Related Documentation and Monitoring

• Prepare, compile, and organize payroll-related documents, including DTR summaries, payslips for distribution, and proof of disbursement for audits (Client, DOLE, etc.)
• Ensure the completeness and accuracy of DTR submissions of colleagues for all detachments.
• Assist in tracking salary deductions for guard loans, debts, and ensure the Authority to Deduct forms are properly filed.
• Email payslips to the guards for your assigned detachments
• Prepare, review, submit, and monitor the monthly payments of government contributions (SSS, PhilHealth, Pag-IBIG) and ensure deadlines are met

Billing and Account Management

• Prepare client billings for the assigned detachments
• Organize and maintain billing-related documents for internal records and client reference
• Track and monitor client billings and corresponding payments to ensure timely collection and follow-ups on overdue accounts.

Insurance, Loans, and Compliance

• Process enrollments for guards' Life and Accident insurance
• Facilitate loan assistance for security personnel and monitor loan payments
• Prepare and submit DOLE Semi-Annual Compliance reports
• Assist in securing Performance Bonds as needed

Legal and Regulatory Compliance Support

• Handle the renewal of business permits, DOLE permits, and other licenses required by law.
• Organize and maintain legal and compliance-related records

Administrative and Executive Support

• Create, prepare, and update client contracts and cost distribution documents as needed.
• Organize, file, and manage all contracts and other documents, ensuring records are accurate and up to date.
• Maintain and coordinate calendars for weekly, monthly, and quarterly meetings to support timely scheduling and preparation.
• Follow-up on assigned action items from meetings to ensure accountability and progress tracking
• Draft and distribute accurate meeting minutes capturing key discussions, decisions, and action items.
• Monitor and document internal and external training sessions conducted for security personnel and the management team.
• Prepare reports, data analyses (tables, and graphs), and presentations as required by management for decision-making and performance tracking.
• Maintain a calendar of key deadlines and proactively remind the General Manager of upcoming tasks, submissions, and payments.

Other Responsibilities

• Provide comprehensive support to the General Manager for any other administrative, operational, or special projects as needed.
• Perform additional tasks or duties that the management may assign

Job Type: Full-time

Pay: Php22,000.00 - Php25,000.00 per month

Benefits:

• Health insurance
• Life insurance
• Paid training

Schedule:

• 8 hour shift
• Day shift

Supplemental Pay:

• 13th month salary
• Anniversary bonus
• Overtime pay

Language:

• English (Preferred)

Work Location: In person

Expected Start Date: 08/01/2025