Executive AssistantJTI

We're JTI, Japan Tobacco International and we believe in freedom.
We think that the possibilities are limitless when you're free to choose. In fact, we've spent the last 20 years innovating, creating new and better products for our consumers to choose from. It's how we've grown to be present in 130 countries. But our business isn't just business. Our business is our people. Their talent. Their potential. We believe when they're free to be themselves, grow, travel, and develop, amazing things can happen for our business.
That's why our employees, from around the world, choose to be a part of JTI. It's why 9 out of 10 would recommend us to a friend. And why we've been awarded Global Top Employer status, six years running.
So when you're ready to choose a career you'll love, in a company you'll love, feel free to #JoinTheIdea. (Learn more: jti.com)
Please apply till March 5, 2021, COB
Local applicants are welcome.
Department: Marketing
Location: Taguig City, Philippines Reporting to: Marketing Director Role: Permanent
WHAT THIS POSITION IS ABOUT - PURPOSE
The purpose of this position is to support the Marketing Director by providing secretarial assistance, taking care of all office administrative activities, and being in charge of the Travel Desk. The objective of this position is to provide efficient & effective administrative support by managing day-to-day office administrative tasks.
WHAT WILL YOU DO - RESPONSIBILITIES:
Provide secretarial assistance to the Ex-Com Member with the following tasks :
Timely submission & processing of all personal & professional expenses including but not limited to Settlement of travel claims, credit card payments, tracking of bank accounts, etc.
Filing and custodian of all confidential business-related matters
Arrangement of Management meetings, Preparation & Releasing of minutes of meeting & follow-up with the management team on agenda items & tracking of action plans, etc.
Drafting various business correspondences
Internal & External
Managing appointments & travel calendar for the Ex-com.
Travel Desk Management
Processing of Travel requests for entire management team & coordinate with JTI authorized Travel Agent on providing flight options based on company's business travel policy
Tracking and updating travel records, Coordinating with Market Finance Department on payment and settlement of travel invoices, employee travel claims, etc.
Ensuring on-time payment and coordination with Credit Card company and Travel Agent on pending issues/disputed transactions.
Making Hotel & local transportation booking by coordinating with relevant administrative staffs at the destination point
TAS (Travel Application System)
Training for new users of TAS
Assist the travelers in any troubleshooting relating to their claims
Updating status of system and coordination with TAS Administrator
Updating weekly Exchange Rate on TAS
General Office administration and Facilities Management
Ensuring proper upkeep & maintenance of offices & work locations of the Ex-Com member
Ensuring that all office assets including communication equipment are well maintained & managed
Other tasks
Manage various tasks and projects as they arise and upon the manager's request. Including but not limited to reports creation and handling sensitive information.
WHO ARE WE LOOKING FOR - REQUIREMENTS:
At least but not limited to a Graduate or Diploma in Secretarial & Administrative Practices
Minimum of 3 years of similar experience in Secretarial &/or Administrative function
Excellent communication skills - both in written and oral English & Local Language.
Proficient in MS Word, MS Excel & PowerPoint Presentations, preferably with certificate course in MS office applications
WHAT'S IN IT FOR YOU?
Work in JTI Philippines Headquarters Taguig
Be covered with medical insurance upon hiring, with dependent coverage and medicine allowance
Receive bonuses and cash allowances such as meal and transport allowance
Have access to over 200 company training
Well-being programs for employees
Opportunities for your career growth
Recreational facilities in the office - Videoke, billiard and table tennis
Be part of a truly international and diverse company with over 40,000 employees in 130 countries.
Experience the culture of an Investors in People certified company
Find out why 9 out of 10 employees recommend us to a friend.
Understand why 9 out of 10 employees say they feel free to be themselves.
WHAT ARE THE NEXT STEPS - RECRUITMENT PROCESS:
Thank you very much for your interest in the role. You are welcome to apply.
We will make sure every candidate will receive a reply within 2 weeks after the application deadline.