Position Summary:
The Executive Assistant provides comprehensive support to the Chief Commercial Officer, managing the daily operations of his office, and coordinating with other departments. The goal is to alleviate the workload of the CCO by taking on administrative tasks enabling the latter to focus on the more important aspects of his job. The Executive Assistant is expected to identify and align with the core values of PPC Asia, namely: Performance, Responsibility, Integrity, Discipline, Excellence (PRIDE).
Essential Duties:
- Management of CCO’s Office
- Provide sophisticated calendar management for CCO.
- Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Act as a liaison, arrange and handle all logistics for CCO’s meetings and events: schedule meetings; draft agenda; develop, compile, and distribute presentation materials; and record meeting minutes.
- Complete a variety of administrative tasks that facilitate the CCO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and related reports.
- Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CCO, including those of a highly confidential or critical nature.
- Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CCO’s style and organization policy.
- Work closely with the CCO to keep him well informed of upcoming commitments and responsibilities, following up appropriately and keeping the CCO updated.
- Anticipate CCO’s needs in advance of meetings, conferences, etc.
- Maintain open communications with the Sales and the support teams, including meeting regularly with them if necessary, providing information and documents as needed.
- Coordinate all CCO’s meetings and assist with staff meetings and events as needed.
- Act as a bridge for smooth communication between the CCO and staff, demonstrating leadership to maintain credibility, trust, and support at all times.
- Complete projects assigned by the CCO.
- Replenish CCO office materials when necessary
- Provide event management support as requested.
- Provide hospitality to all guests and help to create a welcoming environment.
- Answer CCO’s main phone line and respond to inquiries.
- Other projects/duties as assigned for the overall benefit of the organization
Minimum Qualifications:
- Bachelor’s Degree.
- Relevant experience of at least two years, particularly in providing administrative and professional support to a company executive.
- Expertise in the use of Microsoft office suites, particularly Excel and PowerPoint, other office systems, office equipment, and databases.
- Ability to design and edit graphic presentations and materials.
- Effective communication skills in both written and verbal, in English and Filipino.
- Proactive, with strong service orientation, coordination and solution-seeking skills.
- People-oriented, effective in building working/interpersonal relationship, and results driven.
- Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
- Able to maintain a high level of integrity and discretion in handling confidential information.
Key Competencies:
- Communication skills
- Attention to details
- Time management
- Problem-solving skills
- Effective/Active listening skills
- Persuasion and influencing skills
- Privacy and confidentiality
