Executive Assistant

Toyota Motor Philippines Corporation


Date: 12 hours ago
City: Makati City
Contract type: Full time
Toyota Motor Philippines is looking for an experienced and organized individual ready to take on a pivotal role in our company. We're currently seeking a proactive and detail-oriented Executive Assistant to be based in Makati City.

Job Description:

Roles & Responsibilities

1. Executive Support & Administration

  • Oversee daily operations in collaboration with senior management and division heads.
  • Manage complex scheduling, calendar management, and meeting coordination.
  • Act as the primary point of contact among executives, employees, clients, and external partners.
  • Generate correspondence and organize files (letters, meeting minutes, memos, reports, technical documents).
  • Manage the flow of information and communication to senior leadership.
  • Undertake highly confidential and sensitive assignments.


2. Office & Budget Management

  • Prepare and monitor budgets.
  • Coordinate and process business trip documentation, including hotel bookings and transportation for executives, expatriates, and VIP guests.


3. Japanese Expat Coordination

  • Oversee work permits and paperwork for incoming and outgoing Japanese expats.
  • Provide comprehensive support for Japanese expatriates by overseeing accommodation payments, coordinating transportation and security arrangements (including driver assignments), and addressing personal, family, and external marketing-related requirements.


4. Visitor Coordination

  • Coordinate all aspects of visitor arrangements, including itinerary planning, hotel and restaurant bookings, transportation and security logistics, and processing of representation payments.


Qualifications:

  • Proven experience as an Executive Assistant or similar administrative role.
  • Excellent organizational and multitasking abilities.
  • Strong English communication and interpersonal skills. Japanese language is an advantage.
  • Proficient in Microsoft Office 365.
  • High level of discretion and confidentiality.
  • Detail-oriented with the ability to anticipate needs.
  • Ability to work independently and proactively.
  • Strong problem-solving skills.
  • Knowledge of budget management.
  • Experience in handling highly confidential and delicate assignments.
  • Familiarity with project-related documents and technical documents.
  • Prior experience in coordinating complex schedules and extensive calendar management.
  • Exceptional coordination skills and top of the line customer service.


Additional information:

  • This position is based in Makati City.
  • Competitive salary and benefits package.

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