Executive Personal Assistant

Executive Personal Assistant
Background
Cold Link is an integrated cold chain logistics company, specifically engaged in the
business of constructing and operating top-performing cold storage warehousing facilities as
well as running an impressive refrigerated-trucking fleet of over 150 units. Strategically
situated in the Visayas region and poised for exciting growth opportunities nationwide, we
specialize in ensuring the safe and efficient handling of perishable goods and other
temperature-sensitive products. With a strong commitment to quality, innovation, and
customer satisfaction, the Executive Management is seeking a dynamic and experienced
Executive Personal Assistant.
We are seeking a highly organized and proactive Executive Personal Assistant to
provide comprehensive support to our top management team. The ideal candidate will
possess exceptional interpersonal skills, impeccable organizational abilities, and the ability to
handle confidential information with discretion. This role requires someone who can
anticipate the needs of our executives, manage complex calendars and travel arrangements,
and effectively prioritize tasks in a fast-paced environment. The Executive Personal Assistant
will serve as a crucial link between our executives and various stakeholders, representing our
company with professionalism and integrity.
Duties and Responsibilities
• Report to executive management and perform secretarial and administrative duties
• Act as the primary point of contact for internal and external communications,
screening calls and emails and handling inquiries as appropriate
• Manage the executives' calendars, including scheduling meetings, appointments, and
travel arrangements
• Coordinate and prepare materials for meetings, ensuring all necessary documents are
organized and readily available, as well as taking minutes during meetings
• Book and arrange travel, transport, and accommodation
• Schedule appointments, maintaining an events calendar, and sending reminders
• Liaise with internal departments and external contacts to facilitate communication
and ensure seamless operations
• Maintain utmost professionalism and strict confidentiality with all information, and
exercise discretion when interfacing with the business.
• Organize and maintain an office filing system, as well as order office supplies
• Manage information flow in a timely and accurate manner
• Anticipate the needs of the executives and proactively address any issues or concerns.
• Assist with special projects and initiatives as assigned by the executives.
• Manage expenses and reimbursements for the executives, maintaining accurate
records and receipts.
• Various ad hoc requests that include managing both professional and personal related
needs of manager
Skills and Qualifications
• Bachelor’s or College Degree in Business, Business Administration, Management, or
related field preferred
• At least 5 years of proven work experience as an executive assistant or personal
assistant supporting senior management and board members
• Excellent and effective written and verbal communication skills, with a keen attention
to detail
• Strong organizational and time management skills, with the ability to multitask and
prioritize effectively in a fast-paced environment
• Tech savvy - proficiency in Microsoft Office Suite and other relevant software
applications
• Ability to maintain confidentiality and handle sensitive information with discretion
and professionalism
• Strong interpersonal skills, with the ability to build relationships and collaborate
effectively with colleagues at all levels
• Resourcefulness and the ability to solve problems independently
• Self-motivated, independent, proactive, and forward-thinking
• Real estate and government offices experience/knowledge (eg. permits & licenses,
real property taxes, clearances) is a plus
If you are a proactive and highly organized individual with a passion for supporting top
management and board members in a dynamic and fast-paced environment, we encourage
you to apply for the position of Executive Personal Assistant. Please submit your resume and
a cover letter outlining your qualifications and relevant experience
Cold Link Asia Logistics Corp. is an equal opportunity employer. We celebrate diversity and
are committed to creating an inclusive environment for all employees. Apply today to be part
of our dedicated team!