Executive and Admin Assistant

Executive Support

• Provide day-to-day administrative and secretarial support to Managing Directors.
• Follow-up tasks on behalf of MD’s
• Manage calendars, prioritize appointments, and coordinate meetings.
• Handle email management, screening, and follow-ups on urgent and important matters.
• Prepare internal and external correspondence, reports, and presentation materials.
• Arrange domestic and international travel, including flights, hotels, visas, and itineraries, in accordance with company policy.
• Coordinate regional meetings, events, and executive visits.
• Maintain, organize, and file confidential documents and records.
• Manage expense reimbursements and track related documentation.
• Coordinate and produce management and compliance reports.
• Proactively anticipate executive needs and resolve issues with minimal supervision.

Administrative Management

• Serve as front desk support: welcome visitors, handle incoming calls, and manage inquiries professionally.
• Receive, sort, and distribute incoming mail and external documents.
• Monitor office facilities, cleanliness, and maintenance concerns and coordinate with service providers.
• Manage issuance and inventory of office supplies, pantry items, and marketing materials.
• Conduct inventory tracking, verify accuracy against purchase history, and prepare requisition requests.
• Coordinate issuance and updates of company IDs for employees and business cards for Sales, Managers and Management.
• Monitor and manage meeting room bookings and usage.
• Prepare the monthly billing summary for Globe postpaid plans by the 2nd week and submit to Finance for payment by the 3rd week of each month; coordinate disconnections with the Globe Account Manager.
• Arrange hotel bookings for employees, expat and guest, negotiate rates when applicable, and distribute confirmations.
• Manage visa processing for traveling employees and guests, track required documentation, and follow up with processing agencies.
• Coordinate flight bookings for employee‘s travel, secure itineraries in accordance with travel policy, and distribute final travel documents.
• Follow up on and prepare billing summaries for utilities, including Shell Fleet Card, RFID, water, and electricity.
• Perform data entry on mileage, gas consumption (liters), water, electricity, paper usage, and other environment‑related office activities for the Carbon Emission Report / Co Zero.
• Perform miscellaneous job‑related duties as assigned by the Head of Department (HOD).

KNOWLEDGE, SKILLS, AND ATTRIBUTES

• Ability to quickly develop a thorough understanding of the organization and its operations.
• Excellent verbal and written communication skills.
• High level of professionalism, maturity, and discretion in handling confidential matters.
• Strong organizational, time management, and multitasking skills.
• Ability to work under pressure and manage competing priorities with aggressive timelines.
• Strong attention to detail with a consistent record of accurate, high-quality work.
• Constructive critical thinker with sound judgment and problem-solving skills.
• Positive attitude, adaptability, and strong teamwork orientation.

QUALIFICATIONS & EXPERIENCE

• Bachelor’s Degree related to Business Administration, Management, or similar fields.
• With at least 2-3 years of experience in executive assistance, administrative support, or a combined role.
• Prior experience supporting senior managers, directors, or regional leaders.
• Exposure to logistics, freight forwarding, or multinational corporate environments is an advantage.
• Strong proficiency in Microsoft 365 (Word, Excel, PowerPoint, Outlook) and office productivity tools.
• Professional level written and verbal English communication skills.