Position: Executive Assistant of the CFO

Location: Kalayaan Ave. Poblacion, Makati

Scope of Role:

The Executive Assistant serves as the direct administrative and operational support to the CFO and CEO (primarily CFO), ensuring that all departments under the Accounting and Finance Division operate in compliance with daily instructions, deadlines, and standards. This role involves multi-departmental coordination, internal monitoring, document control, behavior tracking, and cross-functional follow-up to ensure that all tasks assigned by the CFO are completed accurately and on time.

Main Job Functions (Responsibilities):

• Manage and update the CFO & CEO’s daily schedules and meetings

• Organize internal/external appointments, approvals, and signature routing

• Prepare daily itinerary and reminders in advance

• Track and monitor all assignments given by the CFO to staff and departments

• Follow up one day before each deadline to ensure task readiness

• Submit daily status reports (complete, pending, delayed) to the CFO

• Independently monitor task progress and document submission from: Accounting Manager, Senior Accountants, GL Accountants, Junior Accountants, AP, AR, Disbursement & Treasury Officers, Payroll & Benefits Officers, Tax & Compliance Officers, Encoders, Accounts Payable Verifiers

• Verify completion of daily sales/expense audit cycles, disbursement updates, tax filing timelines, payroll processes, etc.

• Report bottlenecks, task backlogs, or employee non-compliance directly to the CFO

• Observe and document attendance and on-duty employee behavior

• Report idle time, productivity issues, and highlight high-performing staff

• Summarize staff performance concerns or praises in daily updates

• Collect, verify, and log all documents requiring CFO signature

• Ensure documents are complete, in order and ready for routing (with attachments, logs, and timestamps)

• Maintain a daily tracker of signed, pending, and returned files

• Liaise with HR for all forms requiring CFO signature or approval, including: IRs, NODs, NTEs, contracts, memos, government forms, bank applications

• Ensure all HR-related documentation is logged and routed promptly

• Scan and digitally archive all CFO-approved documents

• Ensure all department-submitted files (sales, expenses, payroll, tax) are prepared, submitted, and stored properly

• Monitor the physical filing status of Accounting Department submissions to the filing room

• Relay messages and instructions from CFO to department heads and employees

• Handle internal communications professionally and discreetly

• Maintain confidentiality of all executive, financial, and disciplinary matters

Control Points & Approvals:

• All documents requiring signature must be reviewed by the Executive Assistant before reaching the CFO

• All department follow-ups, deadline checks, and escalations must be logged and summarized daily

• Confidentiality must be strictly maintained at all times

Final Notes:

• This SOP must be reviewed semi-annually to reflect updates in internal control procedures

• All logs and trackers used must be maintained in both digital and hardcopy formats

• Executive Assistant must be audit-ready at any time with traceable documentation of compliance activities

Qualifications:

• Previous experience as an executive assistant or administrative assistant, preferably in a finance or corporate environment is an advantage.

• Excellent organizational and time management skills.

• Strong communication and interpersonal skills.

• Ability to handle confidential information with discretion.

• Analytical and problem-solving skills.

• Attention to detail and accuracy.

Why Join Us:

• With Performance Bonus
• Mandated Benefits (SSS, Philhealth, Pag-Ibig)
• 13th Month Pay
• Employee Discount
• Free Snacks & Drinks
• Opportunity for career growth and development