Executive Assistant & Office Administrator

Your Tasks

Main Accountabilities:

The role is responsible for providing secretarial, clerical, and administrative support in order to ensure smooth day-to-day operations of the office. This role also oversees office operation, administration, facilities and maintenance.

Personal Assistant

• Calendar & Schedule Management: Organize appointments, meetings and events, ensuring the Country Manager’s and Management Team’s schedules are well coordinated, ensuring that there are no conflicts or overlaps. Prioritizing events based on importance and urgency and providing updates and reminders about the day’s schedule.
• Expense Claims Management: To assist the Country Manager in tracking expenses and submission of claims in the system.
• Communication Management: Gatekeeper to internal and external parties in scheduling appointments for the Country Manager.
• Travel Arrangements: Booking flights, hotel and transportation, and preparing travel itineraries for the Country Manager and Management Team.
• Meeting / Event Coordination: Take minutes during meetings and follow-up to ensure that deliverables are completed before the timeline.
• Plan and organize events, meetings, and appointments, liaising and negotiating with the vendors for the best rates, ensuring all logistics are managed, such as flight, hotel, limo and preparing itineraries.
• Organize / attending to VIPs or visitors from for any event that held in PH.
• Coordinate logistical arrangements related to travel for BDF PH employees and guests (visas, hotels, transportation, bookings, itineraries).
  
  

Documentation & File Management:

• Prepare and manage documents, reports, presentations, and other materials for meetings and events and ensuring that is well-organized, easy to access and properly stored digitally.
• Assisting with administrative paperwork, such as contracts or agreements.
  
  

Office Administration:

• Supervision: Supervise a receptionist, a company driver and cleaner.
• Office Administration: Oversee day-to-day office operations, ensuring all equipment, supplies, and facilities are well-maintained.
• Event Planning & Coordination: Assist in organizing office events / activities (ie: engagement activities, conferences, teambuilding, MT offsite, HOHOL, family day etc) from scheduling venues and catering.
• Inventory Management: Order office supplies and maintain inventory records. Liaise with vendors and service providers to ensure the office is supplied with necessary resources.
• Facilities Management: Monitor office cleanliness, health and safety regulations, and resolve any maintenance issues.
• Health & Safety: Act as a H&S officer to ensure office setup compliance with the safety guidelines.
• HR Support: Assist with onboarding new employees including expatriates’ management (visa / accommodation / flight arrangements) and assisting in coordination of meetings and training sessions.
• Company-wide communication: Assist in companywide communication through HR Communication.
• PO creation: To assist to create POs related to the above scope of work (eg: office lease, manpower agency, visa processing, utilities, travel requirements not covered by FCM like on events for HR related).
• Performs other duties and responsibilities as may be assigned from time to time
  
  

Your Profile

Knowledge, Skills And Experience

Education

University degree

Experience

Preferably 3+ Years work experience in an administrative function

HR Experience is an advantage

Skills

Good attention to details

Strong organization skills

Excellent communication skills (English)

Good command of MS Office applications (Word, Excel, PowerPoint, etc)

Personal attributes

Highly organized and able to manage multiple tasks efficiently

Decisive and result/performance driven

Proactive and collaborative

Able to work with higher management

Able to contribute to creating a productive and positive work environment