Personal assistant

Core Responsibilities

1. Administrative Support:
   • Manage and organize GM's calendar, including scheduling appointments and meetings.
   • Handle GM's correspondence, including emails, phone calls, and postal mail.
   • Prepare and edit correspondence, reports, and presentations.
   • Organize and maintain the filing system of important and confidential company documents.
   • Book business travel arrangements, including flights, transportation, and lodgings for the GM.
   • Create agendas and take meeting minutes.
   • Handle confidential documents ensuring they remain secure.
   • Conduct research and prepare presentations or reports as assigned.
   • Be an interpreter for meetings in Hiligaynon and Tagalog.
   • Advise the GM on cultural differences and sensitivities.
   • Maintain a task management system to ensure all tasks and projects are tracked and completed on time.
2. Office Management:
   • Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
   • Maintain electronic and paper records ensuring information is organized and easily accessible.
   • Implement and maintain office systems alongside the administrative team.
   • Ensure office expenditure is maintained within budgetary constraints.
   • Handle customer inquiries and complaints.
   • Oversee the maintenance of office facilities and equipment.
   • Liaise with staff, suppliers, and clients.
3. Executive Support:
   • Provide general support to the GM during external meetings.
   • Organize and maintain the GM's agenda and make appointments.
   • Deal with GM’s requests efficiently and in a timely manner.
   • Ensure that decisions and actions are followed through to completion.
   • Process GM's expenses and prepare expense reports.
   • Coordinate with other staff members to ensure consistent support to the GM.
   • Manage special projects as assigned.
   • Prioritize and filter communications and requests to ensure the GM focuses on high-priority tasks.
   • Prepare summary reports of meetings and follow up on action items to ensure they are completed in a timely manner.
4. Personal Tasks:
   • Manage personal appointments and travel arrangements for the GM.
   • Handle confidential personal matters.
   • Assist with personal errands as needed.
   • Coordinate family-related appointments and activities as necessary.
   • Ensure personal projects are completed on time and managed well.
   • Communicate with family members and other personal contacts on behalf of the GM as required.
   • Oversee household management tasks when necessary.
   • Attend personal functions with or on behalf of the GM when required.
   • Manage ad hoc personal tasks or projects.

Other Responsibilities

Perform additional tasks as required to support the General Manager and the organization.

Qualifications

• Proven experience as a Personal Assistant or similar administrative role.
• Bachelor’s degree in Business Administration or related field.
• Proficiency in English, Hiligaynon, and Tagalog.
• Exceptional written and oral communication skills.
• Excellent word processing and IT skills, including proficiency in MS Office.
• Strong organizational and time-management abilities.
• Flexibility and adaptability in a dynamic environment.
• Professional discretion and ability to handle sensitive information with integrity.
• Good research skills and attention to detail.
• Ability to work well with all levels of internal management and staff, as well as outside clients and vendors.