Admin Supervisor / Executive Assistant  

Executive Office

• Handles all legal documentations and contracts (copying, sorting, filing) and ensures proper monitoring and reviewing.
• Handles all PH interaction with appointed law office on all issues concerning the corporate secretary, request for legal clarification/advice.
• Maintains filing system, including archiving when necessary.
• Maintains follow up system; this includes follow up on action items from Mancom Meetings, and any other meetings, which include PH and general correspondence.
• Maintains database of contacts (Key government officials and other VIPs)
• Review, copy and distribute as necessary all incoming correspondence to the Country CEO
• Prepares correspondences of the Country CEO as necessary or as instructed
• Screen, handle and or redirect incoming telephone calls.
• Handles daily appointments and or meeting schedules of the CEO.
• Responsible for the arrangement and preparation of Mancom meeting and taking meeting minutes.
• Organizes and co-ordinate meetings with both internal and external personnel.
• Responsible for travel arrangement of PH employees (hotel accommodation, flight booking, visa application and travel insurance).
• Responsible for travel arrangement and monitoring of SPI visitors (hotel accommodation, flight booking coordination, pick-up arrangements).
• Coordinates with the designated driver all Country CEO travel requirements, meeting times and locations.
• Prepare liquidation, reimbursement, travel claims, cash advance of the Country CEO if necessary.
• Arrange payments of Country CEO’s personal accounts as required, and attend to banking needs.
• Provides a full secretarial service to visiting directors, and/or other visitors to the Country CEO.
• Provides secretarial support to the Mancom as assigned.

Administration

• Supervise housekeeping to ensure cleanliness of the company premises
• General Office Maintenance (fixtures, equipment, cleaning, pest control, etc.) coordination; oversees facilities/housekeeping services, maintenance activities, travel bookings, and other vehicle services
• Handles office/warehouse renovation projects
• Purchasing of office supplies for whole organization including distribution and monitoring of its inventories with attention to budgetary constraints
• Building Maintenance and Improvement, including repairs – coordination
• Create policies with regards to general office maintenance
• Liaise with contractors (Janitorial and messengerial services)
• Travel and accommodation bookings and reservation
• Fleet Card Management
• Ensure the smooth and adequate flow of information within the company to facilitate other business operations
• Maintains records, prepares reports, and composes correspondence relative to the administrative work.
• Provides quality customer service to internal, external, regional partners
• Assist and support front desk management in handling visitors and clients
• Interact with other department heads in managing the entire administrative operations, and support front desk management in handling visitors and clients

• Must possess at least a Bachelor's/College Degree in Foreign Service or equivalent
• Has an experience working in a multinational company as part of the Management
• Has an extensive experience in providing assistance to the members of the Management, specifically Managing Director.
• Knowledgeable in most government agencies for the business license as well as accreditations.
• Ability to adapt own working styles and priorities to meet the very different working styles of each director
• Excellent organizational skills and time management and ability to work on tight schedules
• Able to negotiate with directors, managers and staff and help resolve issues at all levels
• Has knowledge in MS Office Applications
• Has good communication skills