Executive Assistant

Position Summary

The Executive Assistant provides comprehensive administrative, operational, and personal support to the Chief Operating Officer (COO) or other executives. This role is responsible for managing executive schedules, coordinating meetings, handling confidential documents, assisting with business and personal errands, monitoring projects, and ensuring the smooth execution of both corporate and executive-related activities. The ideal candidate is highly organized, trustworthy, proactive, and capable of managing multiple priorities while maintaining the highest level of confidentiality.

Key Responsibilities

Executive Support

• Manage the COO's daily calendar, appointments, meetings, and travel arrangements.
• Prepare reports, presentations, business correspondence, memoranda, and other executive documents.
• Take Minutes of Meetings (MOM) and monitor follow-up actions.
• Screen phone calls, emails, and correspondence, ensuring timely responses.
• Organize and maintain confidential executive records and files.
• Prepare meeting materials and coordinate executive meetings and events.
• Monitor deadlines and ensure timely submission of reports from various departments.

Personal Assistant Responsibilities

• Manage the COO's personal calendar, appointments, and commitments when required.
• Handle personal errands, reservations, bookings, and travel arrangements.
• Coordinate appointments with banks, government agencies, healthcare providers, and other service providers as necessary.
• Assist in purchasing personal and office-related items upon instruction.
• Manage confidential personal documents and records.
• Coordinate with household staff, drivers, suppliers, and service providers when required.
• Remind the COO of important meetings, deadlines, birthdays, anniversaries, and special occasions.
• Handle personal requests and special assignments while maintaining strict confidentiality.

Administrative & Operations Support

• Coordinate with department heads, branch managers, and external partners.
• Assist in preparing operational reports, business updates, and project progress reports.
• Conduct research and gather data to support executive decision-making.
• Track projects and monitor implementation timelines.
• Assist in company events, meetings, and executive functions.
• Maintain organized filing systems for physical and electronic documents.
• Ensure proper documentation of executive approvals and company records.

Communication & Coordination

• Serve as the primary liaison between the COO and internal/external stakeholders.
• Coordinate schedules with executives, department heads, suppliers, government agencies, and business partners.
• Maintain professional communication on behalf of the COO.

Other Duties

• Perform other administrative, operational, and personal tasks assigned by the COO.
• Be available to travel to company branches or business meetings when required.
• Assist during company events, recruitment activities, and operational emergencies.

Job Qualifications

• Bachelor's Degree in Business Administration, Office Administration, Management, Human Resource Management, Communications, Marketing, or any related field.
• Experience supporting senior executives is an advantage.
• Excellent written and verbal communication skills.
• Highly organized with exceptional time management and multitasking abilities.
• Strong problem-solving and decision-making skills.
• Ability to maintain the highest level of confidentiality and professionalism.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook) and Google Workspace.
• Experience in preparing reports, presentations, and meeting minutes.
• Willing to work beyond regular office hours when necessary.
• Willing to travel to company branches and attend executive meetings.

Core Competencies

• Executive & Administrative Support
• Personal Assistance
• Calendar & Schedule Management
• Business Communication
• Confidentiality & Integrity
• Meeting Coordination & Minutes Taking
• Travel & Event Coordination
• Project Monitoring
• Records & Document Management
• Time Management & Organization
• Problem Solving & Critical Thinking
• Microsoft Office & Google Workspace
• Interpersonal & Relationship Management
• Adaptability & Flexibility
• Customer Service Orientation

Working Conditions

• Full-time position based at the Makimura Ramen Corp. Main Office.
• May require travel to company branches, government offices, banks, suppliers, and business meetings.
• May be required to work evenings, weekends, or holidays depending on business and executive requirements.
• Expected to maintain a high level of discretion when handling confidential company and personal matters.

Pay: Php16,000.00 - Php20,000.00 per month

Benefits:

• Company car
• Company Christmas gift
• Company events
• Employee discount
• Free parking
• Health insurance
• Life insurance
• Opportunities for promotion
• Pay raise

Work Location: In person