About this role
What You Can Expect:
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).
What You Bring:
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.