Executive Assistant

FILINVEST COMPANY: FILINVEST LAND INC.

Be part of our growing family as we build the Filipino Dream!

We are currently in need of Executive Assistant that will be assigned at Alabang Muntinlupa Office.

QUALIFICATIONS:

• College graduate of any Business course Real Estate Management or Statistics
• At least 1 year of experience in related field an advantage open to Fresh graduates
• Computer literate
• Has a knowledge in MS Office such as Excel Powerpoint and Word
• Has a knowledge in systems such as SAP and Sapphire
• Willing to relocate/work in Alabang Muntinlupa (Northgate)

JOB SUMMARY:

The Executive Assistant is incharge in several tasks such as providing efficient and professional administrative services and support to the head of the Department assists in a daytoday activity of the department and other general and clerical duties. He/she performs management and organizational tasks like organizing files schedules and communications for the Office of the Executive.

Moreover the EA performs tasks involved in coordinating with other departments and provide executive support in managing projects of the executives office including but not limited to: coordination liaison basic research writing works etc.

DUTIES AND RESPONSIBILITIES:

A. Assist the Department Head Administrative and Personal Functions:

1. Calendar Management optimize an executives daily or weekly schedule organizing blocks of time for optimal productivity:

• Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.
• Handles a daytoday operations and specific tasks in a fastpaced environment
• Responding to invitations (declining them if they would pose too much of an interruption)

2. Meeting Coordination assist in preparing meetings to ensure they are a productive use of all attendees time

• Scheduling meetings coordinating schedules with other major counterparts or stakeholders sending reminders
• Early preparation for schedule of daily meetings and weekly activities in coordination with the schedule and activities of Cost Planning and Contract Admin staff of Filinvest Alabang Inc.
• Setup appointments and monitor the calendar activities.
• Maintains office calendar and manages scheduling. prioritizing arranging. organizing and coordinating meetings and appointments to meet work flow including video conference meetings.
• Identify common free times for attendees reserve venues send invitations
• Draft and/or disseminate the agenda
• Prepare presentation slides and/or speaker notes as required/needed
• Take minutes and send followups to attendees

3. Travel Planning and Coordination canvass options for transport lodging or even dining and recreation and then make the necessary arrangements once approved by the Executive.

• Prepares and monitors itineraries and attendance for timekeeping and filing of leaves official business for approval of the President and for submission to HR Dept.
• Assorting. collating and data entry of all receipts required for tax refund.

4. Communication Handling serve as the initial point of contact for all the executives correspondences. Takes phone calls screens emails relays messages and liaises with internal and external parties alike to guarantee that an executive receives urgent messages as the need arises but remains uninterrupted for less pressing matters.

• Answers politely telephone calls and/or inquiries from callers within the company and from the outside sources assist in transferring calls to concern department.
• Immediately responds to incoming phone calls and accurately records and relays all important messages
• Reporting patterns to find out how to manage business tasks even more efficiently

5. Document Management and Preparation records inputs and monitors of all incoming and outgoing documents and filing; drafting memos and reports is another task that EAs often handle. They can help at any stage whether its compiling data outlining and drafting editing or even formatting to match company branding.

• Maintains an organize files that comes in and out of the deportment for easy access.
• Formally logging correspondences of all incoming and outgoing documents for monitoring purposes.
• On time updates and maintenance of the filing systems including photocopying and scanning.
• Help manage documents whether that means organizing them within your filing system or ensuring proper infosec measures are observed to keep sensitive information safe.
• Prepares and types internal and/or external memos reports business correspondences Letters emails etc.

6. Assists Department Concerns

• Tags on the HRIS System printed forms duly signed and approved by the Head for all applied leaves official businesses overtime works offset leaves and failure to log in/out of all department staff including regional personnel.
• Regularly prepares Office Supplies request for monthly consumption as per approved budget.
• Checks and monitors billings assigned to the deportment and prepares request for payment for processing and payment.
• Prepares and monitors Deportment Scheduled Leaves.
• Coordinates and maintains records for staff.

B. Office Management Support Functions:

1. Project Management and Coordination assist Executive in doing progress checks and reports move deadlines when necessary and mobilize personnel or resources to clear roadblocks

• Assists the Department Head to reach out other staff in other entities (Cost Planning and Contract Admin Dept of Filinvest Alabang Inc.) for any queries and concerns.
• Sending reminders and monitoring deadlines
• Assist the department in monitoring updating and coordinating various projects to different vendors and concerned personnel

2. Efficiently process and effectively controls and monitors the processing and releasing of requests for approval

• Checks required attachments and endorsements of PDM/PDO and/or Area Heads prior to forwarding to the Region GM for approval
• Tags on the Sapphire System approved and signed printed form by the SVP and the President.
• Records and files all received and approved request for down payment for monitoring.
• Assists suppliers and Site Personnel in tracking of documents on down payment requests submitted and received.

3. Research and Market Data Gathering assist in data gathering for research and market analysis on real estate industry trends in the assigned region of the RGM as needed.

4. Event Planning and Coordination assist in coordinating with the various parties involved for events initiated by the office of the Executive:

• Contact resource persons or specialists
• Reserve venues and arrange logistics
• Send invitations and manage the guest list
• Canvass providers
• Draft and monitor the event budget

5. Online Presence Management online activities such as email and social media assist in ensuring an active updated online presence that bolsters the executives networking efforts. EA can also attend to basic online interactions such as brief but courteous replies community interactions and greetings on important days or events (if any).

6. Financial Management and Budgeting tracking and managing an executives/officers budget:

• An officers discretionary or representation budget
• The offices operational / G&A budget

7. Legal and Compliance Recording

• Maintain relevant records yearround and compile supporting documents when submission periods approach.

Remote Work :

No