Job Summary:
As an Executive Assistant, you will perform a variety of high-level administrative tasks and support our company’s senior-level managers/executives. Your responsibilities include managing calendars, making travel arrangements, and preparing expense reports. The ideal candidate should have excellent communications skills, be highly organized, have great time management skills and be able to act with minimal guidance. Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to executive members.
Key Responsibilities:
Calendar and Schedule Management:
- Coordinate and manage executives’ calendars, including appointments, meetings, and events.
- Ensure timely communication and prioritization of calendar items, addressing conflicts as needed.
Communication Management:
- Screen and respond to phone calls, emails, and other forms of communication.
- Draft, proofread, and send correspondence such as memos, emails, and reports.
Meeting Coordination:
- Organize internal and external meetings, including preparing agendas, takes minutes and ensures follow-up on action items.
- Assist with the preparation of reports and presentation materials and meeting logistics like virtual room platform setup, sends invites and follow ups.
Travel Coordination:
- Organize travel arrangements, including booking flights, hotels, transportation, and accommodation.
- Prepare detailed itineraries and handle any last-minute changes to travel plans.
Document and File Management:
- Maintain and organize comprehensive and accurate records.
- Prepare documents and ensure their secure storage and handling.
Financial Support:
- Generating invoices to clients and following up on open invoices.
- Requests payments and processes bills (credit cards, insurance, etc.)
- Creates purchase orders and sees them through to fulfillment.
- Prepare and submit expense reports.
Office Management:
- Maintain office supplies, liaise with vendors, and ensure the executive’s office is organized.
- Assist with general office-related administrative tasks.
Relations Coordinator:
- Act as a point of contact for external and internal stakeholders, responding to inquiries professionally and efficiently.
- Support the Executive in managing relationships with key partners and clients based on trust and ethical behavior.
Education and Minimum Skill Requirements:
- Bachelor’s degree in Business Administration, Management, or related field preferred
- At least 2 years of experience as an Executive Assistant, administrative tasks or similar role.
- Strong organizational skills, with the ability to manage multiple tasks simultaneously with accuracy and prioritizes effectively.
- Excellent communication skills, both written and verbal; with the ability to draft professional correspondence and create impactful content.
- Detail-oriented with the ability to maintain accuracy and attention to detail.
- Strong numerical skills, with proficiency in financial analysis.
- Proficient in Microsoft Office applications (Word, Excel, PowerPoint).
- Familiarity with project management tools like Asana or Monday.com preferred.
- Ability to handle confidential information with integrity and discretion.
- Experience with design tools like Canva for creating professional proposals and document preferred
What We Offer:
At FGC+, we believe that every person yearns to fulfill their potential. “Igniting possibility” is our brand essence, it recognizes that work can be a great catalyst for personal and professional growth. By creating an environment of support and inspiration, we enable people to realize their true capabilities and to make work a source of fulfillment and sustainable success.
We offer more than just a job; we provide a nurturing environment where work-life balance, mentorship, employee engagement, and continuous learning are the pillars of your success — not to mention a market competitive total compensation/rewards package including:
- Day 1 HMO
- Competitive base pay with incentives and allowances
- Payment of all statutory government benefits
- 25 days of annual paid leave
- 13th month pay
- Onsite medical support
- Skills and training development programs
- Employee Engagement Events
- Employee Referral Program
EEO Statement:
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Third-Party Agency Notice:
FGC+ will not accept any unsolicited resumes from any third-party recruiting agencies, either domestic or international. FGC+ nor its subsidiaries/LE’s will be responsible for any fees from the use of any unsolicited resumes either through our ATS or via electronic mail systems from any agency.
