Executive Assistant to General Manager, Quezon City

Job Summary

The Executive Assistant serves as the operational shadow of the General Manager, supporting day-to-day coordination, execution, and monitoring across all business departments except Human Resources. This role acts as an extension of the GM by ensuring operational alignment, tracking priorities, facilitating communication, and following through on departmental deliverables.

The ideal candidate is highly organized, proactive, detail-oriented, and capable of handling confidential business matters while working closely with department heads and leadership.

Key ResponsibilitiesExecutive & Administrative Support

• Manage and prioritize the General Managers schedule, meetings, and operational calendar
• Prepare reports, presentations, meeting agendas, and executive summaries
• Attend management meetings and document action items, decisions, and follow-ups
• Monitor deadlines and ensure timely completion of assigned tasks across departments
• Handle confidential information with professionalism and discretion

Department Coordination (Except HR)

• Act as liaison between the General Manager and department heads
• Coordinate operational activities across:
• Operations
• Sales & Marketing
• Finance
• Procurement
• Logistics
• Customer Service
• Administration
• Production / Technical teams (if applicable)
• Track departmental KPIs, project progress, and operational concerns
• Escalate urgent issues and recommend solutions to the GM

Operations Monitoring

• Ensure alignment of departmental activities with company goals and GM directives
• Follow up on pending approvals, deliverables, and operational requests
• Assist in implementing company policies, systems, and process improvements
• Help identify workflow bottlenecks and operational inefficiencies

Communication & Reporting

• Draft professional correspondence, memos, and internal communications
• Consolidate weekly and monthly operational reports
• Coordinate interdepartmental meetings and status updates
• Maintain organized documentation and records for executive review

Project & Special Task Support

• Support the GM in strategic initiatives and special projects
• Conduct research, data gathering, and operational analysis when needed
• Assist in vendor coordination, client concerns, and business development activities
• Perform other executive support duties assigned by the General Manager

Qualifications

• Bachelors degree in Business Administration, Management, Operations, or related field
• Proven experience as an Executive Assistant, Operations Coordinator, Administrative Officer, or similar role
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficient in Microsoft Office and Google Workspace
• Ability to work under pressure and manage multiple priorities
• Strong problem-solving and follow-through skills
• High level of professionalism and confidentiality

Preferred Skills

• Experience supporting senior executives or general management
• Knowledge of business operations and interdepartmental coordination
• Project management and reporting skills
• Analytical mindset with attention to operational details
• Ability to work independently with minimal supervision