Executive & Administrative Assistant

Job Summary
The Executive and Administrative Assistant is a primary point of contact between the executive, internal and external stakeholders that provides administrative support to senior executives, enabling them to focus on strategic decision-making and organizational leadership. This role involves managing the executive’s calendar, coordinating meetings, travel arrangements, handling correspondence, and overseeing various office support functions to ensure smooth day-to-day operations.

Key Roles and Responsibilities
• Manage scheduling for company executive(s) including but not limited to Board Meetings, Annual Stockholders Meeting, Committee and Alignment meetings.
• Organize and prepare for internal and external high-level meetings, including gathering documents and attending to logistics of meetings
• Preparation of Executive presentation, correspondence and minutes of meetings.
• Answer and respond to phone calls, communicate messages and information to the executive
• Process administrative documentation requirements and maintain various records for company executive(s).
• Design and establish the company’s corporate governance framework, quality management system, ensuring compliance with legal, regulatory, and best practice standards.
• Create and review legal documents including but not limited to consultancy, partner and retainer contracts
• Coordinate legal requirements and concerns with appointed corporate legal counsel
• Responsible for inventory, purchase, replenishment and issuance of office supplies;
• Maintain supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, expediting orders for supplies and verifying receipt of supplies;
• Responsible for application and renewal of insurances, Business, Fire and Sanitary permits, and contracts for Trion facilities
• Ensure operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment & techniques;
• Process Visa Application and travel arrangements
• Complies with the proper operating procedures of the company safety and health regulations.
• Formulate systems, policies and procedures for the assigned scope of responsibility.
• Adheres to Policies/Procedures, Employee Code of Ethics and Conduct, and Corporate Governance regulations.
• Protects intellectual property, company proprietary and confidential information.
• Perform other duties & responsibilities as directed by the immediate supervisor

Qualifications
Education, Licenses and Certificates:
• Graduate of a any Business related course
Relevant Experience:
• At least five (5) years’ work experience in the same field
Knowledge, Skills, Abilities:
• Good strategic thinking, analytical and problem-solving skills
• Keen to details
• Excellent organizational, multi-tasking skills and a team player
• Effective time management skills
• With excellent writing and communication skills, with pleasing personality
• Highly resourceful and dependable
• Proficient in the use of Microsoft Office operations (Microsoft Excel, Word, PowerPoint)

Internal : C-Level, Department Heads, Managers and Employees of Trion Group of Companies
External : Clients, Vendors, Consultants and Local Government Units