Executive Assistant to the President  

Role Purpose
The Executive Assistant to the President serves as a trusted operational partner to the company’s top executive, ensuring seamless day-to-day management of priorities, communications, and high-stakes administrative functions. This role requires a high degree of discretion, initiative, and the ability to work across functions — from executive scheduling and correspondence to contract management and legal coordination.

Key Responsibilities

Executive Support and Communications

• Manage information flow to and from the executive — drafting, editing, and sending correspondence, memos, and communications on behalf of the President with accuracy and professionalism
• Manage the executive’s calendar, appointments, and prioritization of sensitive matters; coordinate travel and accommodation arrangements
• Organize meetings including scheduling, sending reminders, taking minutes, and coordinating logistics
• Answer calls and receive visitors professionally; identify the purpose of visits and direct accordingly to the appropriate department

Records and Document Management

• Maintain comprehensive, accurate, and confidential records and documents for the executive and the organization
• Ensure proper filing, version control, and retrieval of documents in accordance with company standards
• Research applicable regulations and ensure documents and contracts are current and legally compliant

Contract Management and Legal Coordination

• Work directly with corporate legal counsel and vendors to draft, edit, review, and process legal contracts and agreements
• Proofread, fact-check, and ensure accuracy and consistency of legal documents before execution
• Manage and negotiate contract agreements; coordinate with Finance, Procurement, and end-user teams throughout the contract lifecycle
• Review Scope of Works and Purchase Requisitions in accordance with organizational requirements; prepare and issue contracts and purchase orders for review and approval
• Coordinate with team members, clients, and suppliers to ensure fulfillment of contract terms in compliance with applicable regulations
• Handle contract breaches in a timely manner; implement document control and legal measures as needed
• Clarify and develop technical specifications, urgency, acceptance criteria, and other requirements with end-user departments as necessary
• Ensure all contracts reviewed and endorsed for implementation are consistent with company safety, environment, risk management, security policies, administrative rules, and department standard operating procedures
• Monitor regulatory changes and ensure contracts remain updated and compliant with current laws and company standards

General

• Undertake such other duties and responsibilities as may be reasonably assigned by the President from time to time
  
  Work Arrangements

• Work setup: Fully on-site at our office in Victoria One Bldg., Quezon Avenue, Quezon City (near Eton Centris and MRT Quezon Ave Station)

• Schedule: Monday to Saturday, with up to two Saturdays off per month scheduled in advance

• Payroll schedule: Monthly, released at end of month

• Bachelor’s degree in Business Administration, Legal Management, Communications, or a related field
• At least 1 to 5 years of experience in an executive assistant, legal assistant, or contract management role
• Strong written and verbal communication skills in English; able to draft and edit professional correspondence independently
• Working knowledge of contract management, procurement processes, and basic legal document review
• Highly organized, discreet, and able to manage multiple priorities simultaneously under tight deadlines
• Proficient in MS Office Suite (Word, Excel, PowerPoint) and productivity tools; experience with document management systems is an advantage

Required Skills

• Communication Skills — writes and communicates with clarity and professionalism across all levels of the organization and with external stakeholders
• Attention to Detail and Quality Orientation — ensures accuracy in all documents, correspondence, contracts, and records; catches discrepancies before they escalate
• Organization and Execution — manages the executive’s calendar, multiple deadlines, and concurrent priorities without dropping open items
• Discretion and Ethical Judgment — handles sensitive executive, legal, and organizational information with absolute confidentiality and integrity
• Problem-Solving and Decision-Making — anticipates needs, resolves scheduling or coordination conflicts independently, and escalates only when necessary
• Stakeholder and Relationship Management — coordinates professionally with internal teams, legal counsel, vendors, clients, and government agencies
• Adaptability — adjusts quickly to shifting executive priorities and last-minute changes without losing composure or accuracy
• Leadership and Professionalism — represents the Office of the President with poise and credibility in all interactions