Urgent Hiring: Secretary / Administrator

Industry: Energy & Power Generation (Japanese Company) 

Position: Secretary / Administrator

Reporting to: President / Managing Director

Location: Bonifacio Global City (BGC), Taguig, Philippines

Working Hours: Monday – Friday, 8:00 AM – 5:00 PM

Employment Type: Full-time

Salary: Negotiable based on experience

Key Responsibilities

Executive Support

• Provide high-level administrative and secretarial support to the President / MD.
• Manage executive calendars, appointments, meetings, and schedules.
• Coordinate domestic and international business travel, including flights, accommodation, visas, transportation, and itineraries.
• Prepare correspondence, reports, presentations, briefing materials, and meeting documents.
• Manage and coordinate emails and communications on behalf of the executive when required.
• Act as a liaison between senior management, headquarters, regional offices, business partners, and external stakeholders.
• Prepare meeting agendas, take minutes, and follow up on action items.
• Handle confidential and sensitive business information with professionalism and discretion.
• Coordinate executive visits, board meetings, management meetings, and VIP events.
• Support special projects and ad hoc assignments as requested by management.

Office Administration / General Affairs

• Oversee daily office administration and ensure a professional working environment.
• Manage office facilities, supplies, equipment, and vendors.
• Coordinate office maintenance and facility-related services.
• Liaise with building management, government agencies, banks, and external service providers.
• Maintain company records, contracts, licenses, and corporate documents.
• Support expatriate administration, including visas, work permits, relocation, and travel arrangements.
• Coordinate company events and internal meetings.
• Support employee onboarding and offboarding administration.
• Assist with contract administration and document control.

Qualifications

• Bachelor’s degree in any related field.
• Minimum 5 years of experience as an Executive Secretary / Executive Assistant, supporting senior-level executives.
• Must have previous experience working in a Japanese company.
• Strong organizational skills with excellent attention to detail.
• Ability to manage multiple priorities and work under pressure.
• Professional, trustworthy, and highly confidential.
• Strong business writing and communication skills.
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Fluent in English communication skills, both written and spoken.

Why is This a Great Opportunity

• Work closely with senior management / President in a highly professional environment.
• Opportunity to work with a Japanese company and gain international business exposure.
• Stable position with a well-established energy & power generation business.
• Attractive salary package with housing and transportation allowances.
• Comprehensive benefits including HMO, insurance, leave, retirement plan, and 13th month pay.
• Great opportunity for experienced Executive Secretaries / Executive Assistants looking to grow their career in an international environment.