The successful candidate will need to demonstrate a positive and proactive nature at all times. The Director for Philippine Operations relies on this person to organise and run all aspects of his work life (along with some aspects of his personal life).
World-class organisation and timekeeping skills including the ability to stay one step ahead of the Director at all times are therefore fundamental to success in this role.
A robust and confident persona is also important for this position.
This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people and programs.
The personal attributes required for this role include the aforementioned organisation skills (and ideally project management skills), attention to detail, strong verbal and written communication skills, and the ability to multi-task, work under pressure and deliver to tight deadlines.
The Director for Philippine Operations travels extensively in his role so the ability to work under minimal supervision and exercise sound judgement to make decisions in his absence is important.
Duties and Accountabilities1
Manage executive business schedules and calendars, including arranging meetings, conference calls and booking appointments.
Monitor and process firm related expenses report and reimbursement under the Office of the Director
Provide complete administrative support to the Office of the Director and will on occasion show flexibility to assist visiting Partners and General Counsels
Plan and coordinate appointments, conferences and meetings (often across multiple time zones)
Ensure all restricted information, matters and personal effects of all allocations are treated with utmost confidentiality.
Provide secretarial support for visiting General Counsel, Partner & Chief.
Handle booking & flight reservations for company sponsored travels and Firm events
Assist in company social functions including product launch & events
Demonstrate proficiency in the use of the Firm’s software programs including but not limited to Outlook, Word, Excel, PowerPoint, iManage, Chrome River Cisco Telephone System, Intranet Navigation, and the use of office equipment such as PDF Scanners, copiers, and video conferencing units.
Act as a representative of the executive demonstrating superior judgment with both internal and external clients
Communication with key clients including follow up before and after meetings with agendas or next steps.
Organizing incoming information and keeping abreast of all priorities and events.
Scheduling and coordinating meetings both internally and externally.
Work closely with Budget & Control and Procurement in finalizing terms and offer for travel & events
Negotiate terms & offers and obtain better package deals on budget terms event venues, airline bookings and hotel accommodations
A college degree is necessary. A post-baccalaureate diploma and / or a master’s degree is advantageous, but not required.
Must have a minimum of two years as an executive assistant.
Exposure to a large international law firm or an equivalent international organization from the hotel and banking industry is beneficial, but not required.
Excellent written and oral communication skills
Advanced knowledge of Microsoft Word, Outlook, Excel, PowerPoint
Excellent interpersonal skills with the ability to balance being an individual contributor and a team player
Trustworthy in managing and handling confidential matters and information
Has a positive approach to daily task management and can quickly build confidence, respect and trust with others
Is able to remain calm under pressure and work with tight deadlines
Detail and solutions oriented with a strong sense of urgency to pro-actively find solutions and workarounds
Excellent organization and coordination skills
Excellent telephone manner and competent knowledge of telephone system
Knowledge of Microsoft Visio and SharePoint helpful, but not necessary
Strong scheduling management and consistent follow through capabilities
Comfortable juggling priorities from multiple parties
Proactive team player
Exposure to a large international law firm is preferred
Professionalism, maturity and sound judgment are required to successfully manage the challenges of this position.
Proficient in MS Office tools (Word, Excel and PowerPoint), Internet Explorer, windows explorer and other databases.
Ability to work overtime, if needed
Flexibility to adopt to new possible assigned task
Location & Reporting
This is an Executive Assistant role based in Manila office.
This role reports to the Philippine Director of Operations.
1The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.