Executive AssistantMelters Steel Corporation

Job Title: Executive Assistant to the President
Department: Executive Office
Location: Binondo, Manila
Reports To: President & CEO
Job Summary: The Executive Assistant to the President is a critical role that provides high-level administrative support to the President of the company. This role plays a pivotal part in ensuring the President's time is effectively managed, communication flows smoothly, and key tasks are accomplished efficiently. The Executive Assistant is expected to maintain the highest level of confidentiality and professionalism while executing their duties.
Duties and Responsibilities:
Calendar Management:
Proactively manage the President's calendar, scheduling and prioritizing appointments, meetings, and events.
Ensure the President is well-prepared for meetings with necessary documents and information.
Communication Liaison:
Serve as the primary point of contact between the President and internal/external stakeholders.
Manage and screen incoming calls, emails, and correspondence, ensuring timely responses or redirection to the appropriate team members.
Travel Coordination:
Arrange complex and detailed travel itineraries, including flights, accommodations, transportation, and visas.
Prepare travel expense reports and reconcile expenses in a timely manner.
Document Management:
Create, edit, and proofread documents, reports, presentations, and correspondence on behalf of the President.
Maintain organized electronic and physical filing systems.
Meeting Support:
Prepare agendas, attend meetings, and take accurate minutes.
Follow up on action items and ensure deadlines are met.
Project Coordination:
Assist in the management of special projects, initiatives, or events as assigned by the President.
Coordinate cross-functional teams and track project progress.
Confidentiality:
Handle sensitive and confidential information with the utmost discretion and integrity.
Key Result Areas (KRAs):
Efficient Time Management: Ensure the President's time is optimized for strategic activities, resulting in increased productivity and goal attainment.
Effective Communication: Maintain smooth communication flow between the President and internal/external stakeholders, reducing bottlenecks and improving responsiveness.
Travel Logistics: Streamline travel arrangements, minimizing disruptions to the President's schedule and ensuring cost-effective travel.
Documentation Accuracy: Deliver error-free documents and reports, enhancing the quality of communication within and outside the organization.
Meeting Effectiveness: Contribute to well-organized and productive meetings, resulting in clear action items and follow-through.
Key Performance Indicators (KPIs):
Calendar Efficiency: Maintain the President's calendar with a minimum of scheduling conflicts (KPI: <5% conflicts).
Response Time: Respond to emails and calls on behalf of the President within a maximum of 24 hours (KPI: 95% compliance).
Travel Cost Control: Keep travel expenses within budget, ensuring minimal variances (KPI: <5% variance).
Document Accuracy: Achieve a 99% accuracy rate in document creation and editing.
Meeting Follow-Up: Ensure that 90% of action items from meetings are completed on time.