EXECUTIVE ASSISTANT TO THE CEO

SUMMARY

The Executive Assistant to the CEO provides high-level administrative support, facilitating the smooth operation of the executive office. This role requires a proactive, organized, and detail-oriented individual capable of managing various tasks, including scheduling, correspondence, travel arrangements, and personal errands. The ideal candidate will possess exceptional communication skills and the ability to maintain confidentiality.

DUTIES AND RESPONSIBILITIES

A. TECHNICAL AREAS OF RESPONSIBILITY

1. Manages the CEO's calendar, meetings, and appointments.
2. Prepares and edits correspondence, reports, presentations, and other documents as needed.
3. Acts as the primary point of contact for internal and external communications.
4. Arranges travel logistics, including flights, accommodations, transportation, and itineraries for the CEO.
5. Ensures all travel plans are organized efficiently, adhering to budgetary constraints.
6. Organizes and prepare materials for meetings, including agenda, presentations, and minutes.
7. Follows up on action items and deadlines from meetings to ensure timely completion.
8. Liaises with clients, partners, and ManCom members to facilitate communication and collaboration.
9. Builds and maintains relationships with key stakeholders on behalf of the CEO.
10. Ensures the executive office operates smoothly by managing supplies, equipment, and other resources.

B. OTHERS

1. Updates job knowledge by participating in training opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
2. Maintains customer confidence by observing the Data Privacy Act.
3. Performs related duties and responsibilities, or ad-hoc tasks, as may be assigned and requested by the immediate superior due to business exigencies.
4. Assists the CEO with personal errands and tasks, demonstrating discretion and professionalism.
5. Manages special projects and assignments as directed by the CEO.

QUALIFICATIONS

• Must possess a Bachelor's Degree in any business-related course.
• At least 2 year(s) of work experience in in an executive assistant or administrative role, preferably in the construction or related industry.
• Exceptional organizational and time management skills.
• Strong written and verbal communication skills.
• Strong interpersonal skills and ability to work well with diverse teams.
• Proficient in Microsoft Office Suite and other office software.
• Ability to work independently and prioritize tasks effectively.
• Strong commitment to integrity and confidentiality.

PHYSICAL DEMANDS

• Communication Skills: Proactive and resourceful mindset; regular use of phone, email, and messaging systems.
• Vision and Hearing: Correctable to normal ranges for effective communication and document inspection.
• Stationary Position: Ability to remain stationary approximately 50% of the time. Professional demeanor and positive attitude.
• Mobility: Occasional movement around the office for accessing files, equipment, and attending meetings.
• Lifting Requirements: Occasionally lift up to 20 lbs. (e.g., laptops, documents).
• Manual Dexterity: Good dexterity needed for operating office equipment (computers, mobile devices, copiers, scanners). Relatively light; minimal exposure to hazards.

WORK ENVIRONMENT

• Office-based with frequent travel as needed.
• Adaptability to changing priorities and environments.
• Flexibility to work extended hours, including evenings and weekends, as required.