Key Accountabilities:

Executive Assistant:

1. Act as the point of contact between the General Manager and internal or external colleagues.
2. Provide administrative assistance to the General Manager such as meeting management – booking rooms, sending invite and reminders, setting meeting appointment and recording of meeting minutes, and filing of claims and other transactional activities.
3. Organize and manage schedules and appointments of the General Manager including prioritizing critical tasks.
4. Consolidation and monitoring of departmental monthly and weekly reports.
5. Serve as back up for the travel desk to book HOTAC for Management and AOG support team.
6. Maintain accurate corporate records, memos, documents, and reports.
7. Handles office correspondence directed to the General Manager and the department.
8. Serve as back up to arrange errands and manage other personal matters, including vehicle service and relocation.
9. Assist the General Manager with the application and renewal of government IDs including but not limited to NBI clearance, police/barangay clearance and passport.

General Administration:

1. Scheduling, monitoring and coordination of SOA, invoice, billing, and mail services of 3rd party service providers.
2. Administrate the issuance and management of company mobile phone.
3. Coordination and distribution of staff uniforms.
4. Draft memo, policy, and procedures on general administrative services.
5. Arrange and consolidate requirements of the building insurance, business, CDC and CRTE permits from concerned department and other similar regulatory compliance.
6. Coordination on business matters with external authorities including but not limited to Company Lawyer/LIPAD/CDC/CIAC/Local Government Unit.
7. Monitor office and pantry supply inventory and replenishment.
8. Safekeeping and filing of all company documents and records.
9. Monitor business trips and arrange logistics when necessary for employees, guests, and consultants.
10. Organize and arrange company functions and events.
11. Ensure that the Boardroom, Training room and Pantry are well maintained.
12. Assists in Admin and HR projects and tasks as needed.

Customer Service:

1. In the absence of the Customer Service Executive, assists VIPs, Crews and guests on arrival and departure process, customs, immigration, and other relevant agencies to ensure a positive customer service experience.
2. Oversee the inventory of food and beverage items for the client.
3. Monitor the inventory of premium items for the client.

Human Resources: 

1. Assist Manager HR and Administration of sourcing and pre-screening of candidates.
2. Manages job posting and requisition ensuring target to fill is met.
3. Manages OJT requests, assessment, deployment and exit.
4. Creates and manages candidate pool and network.
5. Arranges all pre-onboarding activities including preparation of statutory and benefits enrolment.
6. Handle and monitor expatriates work visa application and renewal
7. Monitors all internal and external training including preparation of training bond.
8. Source vendors for HR training and arrange the enrolment and training delivery.
9. Assists in the annual performance appraisal and prepares the requirement for the performance review.
10. Facilitates townhall, HR chat and other similar employee communication events.
11. Monitors the progress of HR initiatives/projects and strategies to ensure completion of deliverables.
12. CDC Report on Employment
13. Annual report on 13th Month
14. Annual Wage Report
15. Subic-Clark Working Visa- Downgrade
16. Appraisal Process
17. Manages HMO/ Medical Insurance/ Life Insurance

Job Specifications

Education: 

• Degree Holder in business or related disciplines

Experience

• Minimum 5 years’ relevant working experience in office administration and customer service preferably in an MRO or aviation industry
• Experience in drafting policies or memos and creating office communication using photoshop or similar tools.
• Preferably with working experience in a freeport zone and comfortable to work with Senior Management and Expats.

Specific Competencies, Skills, and Knowledge



• Advanced knowledge in using MS PowerPoint, Word, and Excel
• Innovative and can think outside the box.
• Has foresight, organized and meticulous to details.
• Excellent communication skills and can communicate confidently to all levels in the organization.
• Independent, self-starter and can work without supervision
• Analytical, resilient, and proactive