administrative and Executive AssistantCeylanka Trading

About the Company:  
 
Ceylanka Trading Inc. is a dynamic company established in 2017, owning and operating a network of over 190+ branches across the Philippines, Sri Lanka, Ireland, and Egypt. Our brands, Island Tea Co., Ceylon Coffee Club, and Belly Mucho, are recognized for delivering innovative, premium food and beverage solutions across diverse markets.
 
ADMINISTRATIVE AND EXECUTIVE ASSISTANT
 
Job Summary:
 
The Administrative and Executive Assistant provides comprehensive administrative and executive support to management and the organization. The role ensures smooth office operations, assists in coordinating business activities, and supports executives in their daily functions. This position requires excellent communication skills, flexibility in working hours, and willingness to travel when necessary to support company operations and events.
 
Key Responsibilities:
 
Administrative Support:
Maintain and organize office files, records, and databases to ensure accuracy and accessibility.
Prepare, process, and monitor office correspondence, purchase requests, and administrative documents.
Coordinate logistics for meetings, appointments, and company events.
Handle supply inventory, procurement of office materials, and vendor coordination.
Assist in the preparation and submission of government, compliance, or business-related documents.
Monitor and maintain office cleanliness, safety, and functionality.
Executive Assistance:
Manage and maintain the executive's schedule, including meetings, travel, and appointments.
Serve as liaison between the executive and internal/external stakeholders.
Draft, review, and proofread letters, reports, and presentations on behalf of the executive.
Ensure timely follow-ups on pending matters and action items.
Handle confidential information with the highest level of discretion and professionalism.
Assist in project coordination and tracking of department deliverables.
Communication and Coordination:
Professionally handle incoming and outgoing communications via phone, email, and correspondence.
Coordinate and relay information between departments to ensure smooth workflow.
Prepare and organize reports, memos, and meeting minutes as required.
Maintain a positive and professional image in all client and partner interactions.
Qualifications:
Bachelor's Degree in Business Administration, Management, Office Administration, or any related field.
At least 1 year experience in administrative or executive support roles.
Excellent written and verbal communication skills in English and Filipino.
Willing to travel domestically or as required by company operations.
Flexible with work schedule, including extended hours or weekends when necessary.
Proficient in MS Office (Word, Excel, PowerPoint) and office management systems.
Strong organizational, time-management, and multitasking skills.
High level of discretion, integrity, and professionalism.
Ability to work independently and thrive in a fast-paced environment.
Core Competencies:
Communication and Interpersonal Skills
Attention to Detail and Accuracy
Confidentiality and Professionalism
Initiative and Problem-Solving
Adaptability and Flexibility
Reliability and Accountability
Time Management and Prioritization