Executive Assistant

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Position Title: Executive Assistant

Job Summary:

The Executive Assistant (EA) will provide high-level administrative support to the BPSD Head and the BPSD team by managing their calendar, coordinating meetings, handling communications, and assisting with various tasks to ensure the smooth operation of the Unit. The EA will act as the primary point of contact between the executive and both internal and external stakeholders.

Specific Duties & Responsibilities: 

Calendar Management:

• Coordinate and manage the executive’s daily schedule, including meetings, appointments, and travel arrangements.
• Prioritize and manage multiple activities, ensuring that all deadlines are met.

Meeting Coordination:

• Arrange and coordinate meetings with internal and external stakeholders.
• Provide administrative support in the areas of committee meeting documentation, follow-up reports, and other pending matters from different divisions/units.

Communication Management:

• Act as the gatekeeper for the executive, screening phone calls, emails, and other communications.
• Receive guests/visitors of the supervising executive.
• Sort, review, and prepare replies to incoming correspondence.
• Arrange and review all documents needing the approval or signature of the supervising executive.

Travel Arrangements:

• Plan and coordinate travel, including flights, accommodations, itineraries, and transportation.
• Prepare detailed travel itineraries and ensure all necessary arrangements are in place.

Documentation and Record Keeping:

• Maintain accurate and organized files, records, and documentation, both physical and electronic.
• Gather pertinent data relative to the preparation of various reportorial requirements.
• Generate reports, coordinate various correspondences, and perform administrative tasks within the group.
• Ensure distribution of instructions and/or documents requiring immediate attention/action to appropriate second level officers in the absence of the Unit Head.
• Maintain a record of all incoming/outgoing transactions/documents of the executive including schedules and appointments.

Project Support:

• Assist with special projects, research, and initiatives as required by the executive.
• Provide support in project management tasks, including tracking progress and deadlines.

Expense Management:

• Process and manage the executive’s expenses, ensuring timely submission and accurate record-keeping.
• Monitor and reconcile expense reports and budgets.
• Ensure that the group's logistics/supplies are sufficient and kept in order.

Liaison Role:

• Serve as a liaison between the executive and other departments, ensuring smooth communication and collaboration.
• Manage relationships with key stakeholders and partners on behalf of the executive.

Event Planning:

• Organize and coordinate corporate events, meetings, and functions as required.
• Manage logistics for off-site meetings, conferences, and events.
• Attend to special instructions on miscellaneous and official matters.
• Perform other related functions that may be assigned from time to time.

Qualifications:

• Professionals with at least three (3) years of relevant work experience supporting executives in a corporate environment
• Excellent verbal and written communication skills
• Proficient in Microsoft Office Suite (Word, Excel, Powerpoint, Outlook)
• Well-organized, detail-oriented, ability to multi task and with great follow-up skills
• Proficiency in prioritizing tasks or the ability to manage time effectively
• Problem solving skills or the capability to anticipate needs, address issues proactively and make decisions
• Ability to handle sensitive information with the utmost confidentiality
• Ability to work effectively with people at different levels of management

Other Details:

Rank: Junior Officer

Unit: Branch Banking Sector / Branch Operations Support Group
Location: GT Capital Tower, Ayala Avenue, Makati