A professional responsible for managing all the deadlines, schedules, and communications of key executives in their company. They prioritize what they believe is needed by the owner, whether it is through emails, phone calls, or any other form.

WORK ACTIVITIES

Executive Management

• Coordinate calendar, arrange meeting/s with the client/consultant, monitor incoming electronic mail, and maintain contact files to support efficiency with confidentiality
• Give accurate information regarding the paper trail and all other matters in the specific project
• Generate documents summarizing financial or office, project expenses, statistical, and other mandated duties
• Attend meetings, take and transcribe notes as needed
• Coordinate efficiently with parties connected to our company, with the image needed by the executive

HR & Admin

• Plan events, set the standard high, and ensure every detail is discussed and organized
• Handle the application process for newly hired employees under the direction of Executives
• Prepare end-to-end government-mandated duties
• Compile daily time records for construction workers and subcontractors, and semi-monthly for office personnel
• Maintain neat filing and information of 201 files in hard copies
• Provide project assistance with the project manager/engineer, supervisors, and coordinator
• Source out and canvass materials with different suppliers, focusing on quality and strong business relationships
• Anticipate the office needs of colleagues to ensure their seamless and positive experience in the workplace

CONTEXT

The Executive Assistant provides office management and administrative support to Owners by performing duties that require confidentiality, discretion, tact, diplomacy, sound judgment, analytical and decision-making skills, as well as independently performing responsibilities. The workday is spent most of the time in the office, but also requires going out if a physical representative of the company needs to be present. Physical demands are required due to regular assistance. Work schedule is 6 days a week, 8 hours a day, specifically from 8:00 AM to 5:00 PM. Psychological stress is usually low due to being a pioneer employee.

COMPENSATION INFORMATION

• Grade: 4

• Completion of a Bachelor's degree
• 1 year of relevant experience
• Advanced expertise in a variety of computer software applications
• Knowledge in various government agencies
• Ready to travel
• Excellent verbal and written communication skills
• Ability to be flexible, make decisions, exercise sound judgement, and use initiative
• Requires continual self-review and planning priorities and deadlines

After hire, the personal assistant must:

• Learn effective system procedures