Office Manager & Executive Liaison

Job Description: Office Manager & Executive Liaison

Location: Makati City (Onsite)

Schedule: Monday – Friday (8:00 AM – 5:00 PM)

Willing to accommodate occasional flexible working hours

Job Summary

The Office Manager & Executive Liaison is a dual-role professional responsible for the seamless daily operations of our Makati headquarters and providing support to the US based CEO and President Philippines Operations. While serving as the primary gatekeeper for the executive office, this role is also the "backbone" of the physical workplace, ensuring that both the office environment and executive schedules operate with peak efficiency.

Key Responsibilities

1. Office Operations & Facilities Management

• Onsite Liaison: Serve as the primary point of contact for all employees regarding internal communication and company-wide inquiries.
• Facilities & Procurement: Oversee day-to-day office operations, including facility maintenance, pantry inventory, and the procurement of office supplies and equipment.
• Financial Administration: Manage office budgets, process expense reports, and handle fund liquidation in accordance with company policies.
• Logistics Mastery: Lead the coordination of company events and manage end-to-end travel arrangements for the executive team.

2. Executive Administrative Support

• Strategic Calendaring: Manage the calendars of the CEO and President, vetting meeting requests and resolving conflicts.
• Correspondence Triage: Manage email inboxes by categorizing mail, drafting responses, and flagging urgent matters.
• Meeting Facilitation: Coordinate physical and virtual meetings, prepare agendas, record minutes, and track action items to completion.
• Accountability Coordination: Act as the point of contact for Department Heads to follow up on outstanding deliverables and action items.
  

3. Documentation & Project Support

• Project Tracking: Assist in tracking project progress across various departments to ensure deadlines are met.
• Communications: Draft professional memos, announcements, and high-impact presentations.
• Research: Conduct research and compile data to prepare executive reports or briefs as needed.
• Employee Engagement: Take charge of promoting employee engagement by managing company newsletters, coordinating all-hands meetings, and spearheading other global engagement activities.

Required Qualifications & Skills

• Experience: 4–5 years of proven experience as an Executive Assistant or Office Manager, specifically supporting C-level executives.
• Education: Bachelor’s degree in Business Administration, Communications, or any related field.

• Advanced Mastery: MS Office, Google Workspace, and Slack.
• Creative: Proficient in Canva for professional presentations and announcements.
• Virtual Tools: Expert-level knowledge of Google Meet, and scheduling automation.
• Operational: Familiarity with online shopping applications for procurement and basic hardware troubleshooting (printers, scanners, PBX).

Core Competencies

• Assertive Follow-up: A proven ability to nudge senior department heads for deliverables with a "firm but professional" approach.
• Organizational Mastery: Exceptional time-management skills with the ability to seamlessly manage and prioritize competing demands from both local and international executive stakeholders.
• Absolute Discretion: A high level of integrity and the ability to handle sensitive, confidential company data.
• Proactive Problem Solving: The ability to anticipate the needs of the CEO/President and the office environment before they are voiced.

What Success Looks Like in this Role

• Operational Excellence: The Makati office runs like a "well-oiled machine," with inventory and facilities managed seamlessly behind the scenes.
• Zero Surprises: The CEO and President enter every meeting fully briefed, with all department deliverables submitted 24 hours in advance.
• Inbox Zero: Executive email is managed so that only high-value items are addressed timely.