Executive Assistant

JOB SUMMARY

The Executive Assistant (EA) provides high-level administrative support to the Executive and Board Directors of the Philippine College of Physicians (PCP) Foundation. This role ensures the seamless operation of the Foundation’s executive functions by managing correspondence, scheduling, drafting reports, coordinating meetings, maintaining records, overseeing communication channels, handling repertorial government documents, and ensuring regulatory compliance. The EA also facilitates logistics and ensures proper documentation of all PCP Foundation-related activities.

SPECIFIC DUTIES & RESPONSIBILITIES

GOVERNMENT REPORTORIAL, DOCUMENTATION, & COMPLIANCE MANAGEMENT
- Handles the preparation, processing, and submission of repertorial government documents, ensuring compliance with regulatory requirements.
- Liaises with government agencies and regulatory bodies to fulfill the foundation’s reporting obligations, address compliance issues, clarifications, and procedural updates.
- Monitors deadlines for government submissions, including SEC, BIR, DOLE, and other regulatory filings, ensuring timely and accurate reporting.
- Maintains and updates records related to government compliance, permits, licenses, and legal documentation.
- Prepares comprehensive meeting reports and disseminates them to relevant stakeholders.
- Assist in the preparation and consolidation of annual reports and foundation-related documentation.
- Maintains a tracking system for government-related documentation to ensure quick retrieval and audit readiness.
- Conducts periodic reviews of compliance processes to recommend improvements in efficiency and accuracy.

CORRESPONDENCE & COMMUNICATION
- Maintains systematic documentation and filing of all official communications.
- Prepares and disseminates meeting agendas, minutes, and follow-up action items.
- Serves as the primary contact person for official inquiries and correspondence.
- Reviews and ensures the accuracy and consistency of government filings before submission.
- Ensures proper documentation and safekeeping of all government-related correspondence.
- Responds to inquiries within the scope of authority and redirects matters requiring the Board’s attention.
- Makes official calls related to the Foundation’s activities and initiatives.
- Oversees the routing of outgoing communications to ensure timely delivery and acknowledgment.
- Reviews and prioritizes incoming mail and official correspondence.

MEETING & SCHEDULE COORDINATION
- Prepares meeting agendas, minutes, and follow-up action items related to government compliance matters.
- Assists in scheduling meetings, regulatory bodies, and internal compliance teams.
- Manages and maintains the Board of Director’s calendar, scheduling internal and external meetings.
- Coordinates meeting logistics, including venue reservations, travel arrangements, and material preparation.
- Ensures timely communication of meeting details to attendees and prepares necessary briefing documents.
- Assists in organizing and facilitating board meetings, committee discussions, and institutional events.

DATA & FILE MANAGEMENT
- Maintain, organize, and update pertinent documents both in hard and digital formats.
- Develops and manages an efficient document indexing system
- Oversees data encoding, photocopying, and dissemination of official reports and reference materials.
- Enhances the efficiency of retrieval and storage systems.
- Identifies and archives inactive or outdated files following established retention policies.

LOGISTICS & FACILITATION
- Oversees logistical arrangements for conferences, training sessions, and special events.
- Arranges travel and accommodations for the EO and Board Members as needed.
- Assists in organizing official engagements, including community outreach and partnership activities.

FINANCE & BUDGET COORDINATION
- Assists in processing financial transactions related to permits, memberships, registrations, and institutional fees.
- Coordinates with the finance department to ensure budgetary compliance for operational expenses.
- Tracks and maintains financial records related to administrative and compliance costs.
- Prepares financial summaries and reports for review by the EO and Board

OTHER RESPONSIBILITIES
- Perform related responsibility for other projects and duties as assigned by the Executive Director or Board of Regents.

REQUIRED KNOWLEDGE & EXPERIENCES

EDUCATION & RELATED EXPERIENCES
- Bachelor’s degree in Public Administration, Business Management, Legal Studies, or a related field.
- At least 1-3 years of experience in government compliance, regulatory affairs, or administrative support.
- In-depth knowledge of government reporting requirements and legal documentation processes.

SKILLS & COMPETENCIES
- Strong written and verbal communication skills, particularly in preparing official correspondence.
- High proficiency in MS Office applications (Word, Excel, PowerPoint, Outlook) and document management systems.
- Exceptional organizational skills with strong attention to detail and accuracy.
- Ability to work independently while managing multiple deadlines and priorities.
- Professional demeanor and ability to interact effectively with government agencies and institutional stakeholders.

Job Type: Full-time

Benefits:
- Company Christmas gift
- Company events
- Health insurance
- Life insurance
- Opportunities for promotion

Schedule:
- 8 hour shift
- Monday to Friday

Supplemental Pay:
- 13th month salary
- Bonus pay
- Overtime pay

Work Location: In person