Executive Assistant, Work-from-home

March 17

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Manila Recruitment

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Manila Recruitment is a leading recruitment agency based in the Philippines, specializing in innovative talent sourcing and headhunting services. The agency provides a wide range of recruitment solutions including executive search, IT recruitment, offshore staffing solutions, remote staffing, and more. With a focus on understanding clients' strategic business objectives, Manila Recruitment offers tailored recruitment strategies for multinationals, corporations, and start-ups entering the Filipino market. The firm prides itself on a process-driven approach, offering comprehensive candidate guarantees and a database of over 250,000 candidates. Certified headhunters at Manila Recruitment are dedicated to passive candidate sourcing, ensuring quality hires that align with company culture and requirements.

Recruitment • Staffing • Outsourcing • Executive Search • Headhunting

11 - 50 employees

Founded 2010

🎯 Recruitment

🏢 Enterprise

📋 Description

•This is a great opportunity for an experienced Executive Assistant & Administrative Support to join a fast-paced Canadian construction company made up of fun and intelligent people working together in a progressive workplace. •Company Profile: •Our client specializes in steel building construction: design, supply, install, maintenance/upgrades and general contracting services. •Overall purpose and responsibilities of the role: •The Executive Assistant and Administrative Support role assists in managing the C-level (CEO, COO and CFO) schedule, emails, and meetings, while coordinating travel and handling expense reports etc. •It supports HR with onboarding, job descriptions, performance reviews, and psychometric assessments etc. •Additional tasks include office administration, IT admin support, and attending internal meetings. •Duties and Responsibilities: •Executive Support Role: •Manage company’s CEO’s calendar, email and schedules promptly and thoroughly. •Read, triage and sort emails based on a predetermined set of rules. •Book his meetings and send follow up emails on behalf of the director team. •Proactively assess travel requirements and bookings for executive team. •Meet weekly with each of the Executive team to discuss priorities. •Compile and submit expense reports for company executives as required. •Perform administrative tasks for executive spouses as necessary. •Track all active tasks, prioritize and follow up as necessary. •Office Administration Role: •Answer company main phone and connect/forward messages and calls as necessary. •Screen unwanted phone calls as necessary. •Perform daily administrative support tasks including filing document transmission, preparing correspondence, reports and forms. •Assist with office administration tasks as needed. •Human Resources (HR) Role: •Manage onboarding and offboarding process of all new employees and exiting employees. •Manage updating and distribution of all position job descriptions with department managers. •Update performance review templates as necessary for department managers. •Manage company’s psychometric assessment program (Insight Discovery) for employees and potential hires. •Book affordable travel options for all company employees. •Manage employee handbook revisions, updates and distribution. •Event coordination – research venues, caterers, prizes, etc and create agendas for company client and staff events. •Manage company “funbucks” positive feedback program. •Update departmental procedures, log and distribute as necessary. •Information Technology (IT) Role: •Work with CFO and IT company to assist with any IT admin tasks. •Keep track of company’s assets such as laptops and other equipment. •Order computer supplies as needed •Tracking software and subscriptions lists. •Other misc. Ad hoc IT projects as requested. •Virtually attend internal company meetings.

🎯 Requirements

•A minimum of 5 years of work experience as an Executive Assistant, Human Resources or Travel Agent/Coordinator. •Effective communication (via phone, video calling and email) is critical to interact with project managers, clients, suppliers, and other stakeholders. •Strict organization and attention to detail. •The ability to work independently, plan effectively and to work proactively in advance to solve problems and explore multiple solutions on their own. •The ability to work effectively in a collaborative environment is important. They must be able to coordinate with other team members and contribute to the overall success of a project. •Behavioral Expectations: •Solution Oriented - comes ready with solutions when presenting issues. •Logic Based Reasoning – reasoning is methodical, logical and substantiated. •Positive - optimistic, yet realistic. •Curious Not Judgmental - non-defensive and open to other people’s ideas and methods. •No Ego – not afraid to ask dumb questions and isn’t proud of being right. •Humble Learner - admits when doesn’t know something, presenting an opportunity to learn. •No Postman’ing – it’s your job to know the details in order to find solutions. •Can Prioritize - urgent tasks vs not. •Cost Conscious - saves company money wherever possible like it’s their own. •Keeps It Constructive - curbs gossip and rumor-mongering. •Team Player - actively participates in team events. •Communication Balance - a healthy balance of phone vs email.