Executive SecretaryJelma Philippines, Inc.

JELMA PHILIPPINES, INC.
 
Is currently looking for:
 
EXECUTIVE SECRETARY
 
Job Summary:
 
We are seeking a highly organized and detail-oriented individual to join our team as an Executive Secretary. As an Executive Secretary, you will provide comprehensive administrative support to senior executives/Board of Directors ensuring the smooth functioning of the office and enabling executives to focus on their core responsibilities. You will play a critical role in maintaining effective communication and coordination within the organization and with external stakeholders.
 
Key Responsibilities:
Administrative Support: Assist senior executives in managing their schedules, appointments, and travel arrangements. Handle incoming calls, emails, and correspondence on behalf of the executives, ensuring timely responses and appropriate prioritization.
Calendar Management: Coordinate and maintain executives' calendars, schedule meetings, and arrange conference calls. Ensure all necessary materials and resources are prepared in advance, and meeting logistics are well-organized.
Document Preparation: Draft, edit, and proofread correspondence, memos, reports, presentations, and other documents as required. Maintain confidentiality and ensure accuracy and consistency in all written materials.
Meeting Coordination: Plan, organize, and coordinate executive meetings, including preparing agendas, distributing materials, taking minutes, and following up on action items. Assist with the preparation of presentations and reports for meetings.
Travel Arrangements: Arrange complex domestic and international travel itineraries for executives, including flights, accommodations, transportation, and visa requirements. Ensure travel plans align with schedules and preferences while optimizing cost and efficiency.
Information Management: Manage executive files, records, and databases, ensuring proper organization, storage, and retrieval of information. Maintain confidentiality and handle sensitive information with discretion.
Relationship Management: Develop and maintain effective working relationships with internal and external stakeholders, including clients, partners, and vendors. Serve as a liaison between executives and various departments, coordinating information flow and resolving issues.
Event Coordination: Assist in planning and organizing corporate events, conferences, and seminars. Coordinate logistics, venue selection, catering, and other event-related activities as required.
Requirements:
Proven experience as an executive secretary, administrative assistant, or similar role, preferably supporting senior-level executives.
Exceptional organizational skills and attention to detail, with the ability to multitask and prioritize effectively in a fast-paced environment.
Strong written and verbal communication skills, with a professional and polished demeanor.
Proficient in using office productivity tools, such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration platforms.
Excellent time management and problem-solving abilities, with a proactive and resourceful approach.
High level of integrity, discretion, and ability to maintain confidentiality.
Strong interpersonal skills, with the ability to build and maintain relationships at all levels.
Flexibility to adapt to changing priorities and work independently or as part of a team.
A person who values utmost confidentiality
Bachelor's degree in business administration, secretarial studies, or a related field (preferred but not mandatory).
This is a full-time position. If you are a passionate and dedicated to be an Executive Assistant with strong work ethic, we encourage you to apply.