Provide administrative support to Core executives through maintaining the executives' calendar, facilitating travel arrangements, preparing of required/assigned reports, routing of checks and documents for signature, billings for processing, and securing of confidential information of the executive's office. Responsibilities Calendar and Meetings Management Assistance Create and maintain the Executive's appointment calendar by providing lead assistance in the planning and scheduling of meetings, travel/ conferences, visits and teleconferences to ensure that schedules do not overlap and aid in the efficient time management of the Executive. Advise the Executive of the appointment to ensure that the schedules are attended promptly and make necessary follow-through if needed. Ensure that materials, venue and other required logistics are in order prior to the meeting. Take minutes of the meetings and ensure that meeting attendees have a copy of the minutes so that everyone concerned are made aware of their accountabilities prior to the next meetings. Collates, prepares presentation materials and takes minutes of the Departmental and external meetings. Processes Expense Reports, Liquidations, Reimbursements, Cash Advances, Credit Card Gathers all receipts, ensures details on the receipts are complete and not expired. Prepares LRF report with the attached receipts and approved TACAR. Ensures the LRF report is verified before submitting for final approval. Submits to Accounting for processing. Updates expense monitoring file for documentation. Track and submit expenses for reimbursement or payment requisition and adheres to monthly deadlines Travel / Logistics Assistance Gathers travel details such as flight schedule, service vehicle, and hotel accommodation of executive. Can arrange complex domestic and international transportation, accommodation and itineraries. Books flight and accommodation, request transportation as needed. Processes TACAR. Requests Travel fund if needed. Secures travel requirements. Updates travel monitoring file. Processing Expense Reports Process expense reports and variances Correspondence Management Ensure that all documents requiring approval are signed as scheduled and documents are routed promptly and appropriately. Exercise high level of reliability, discretion, prudence and common sense in handling confidentiality and sensitive documents/issues. Prepare or amend simple correspondences or documents, collate and/or print documents for meetings, and transcribe short recordings of meeting and making sure all action items from every meeting are documented. Document Management Handle files for the office of the executives and sees to it that these are systematic, and that the retrieval of the required documents can be done efficiently. Maintains proper monitoring/recording of all documents of assigned Executives. Create and proof reads presentations, reports, spreadsheets and other documents for the CCO. Event Management Manages all aspects of event planning, meets deadlines and budget demands. Job Qualifications Bachelor&aposs Degree in Business or equivalent At least 5 years' experience as an Executive Assistant for top management Proficient in Microsoft Office especially Excel and Power Point Well-organized, detail-oriented, ability to multi-task with great follow-up skills Strong written and verbal communication skills Show more Show less