Executive Secretary  

The Executive Secretary will provide high-level administrative support to the Group CEO, President and other members of the Senior Management of Unicapital Group of Companies.

• Schedules appointments and maintains a calendar of activities for the Senior Management.
• Performs clerical and administrative tasks including drafting letters, memos, invoices, reports, and other documents for senior management.
• Receives incoming communication or memos on behalf of senior management, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Prepares board materials and assists in Board and Stockholders’ Meetings.
• Coordinates all aspects of Digital Transformation Committee meetings, Executive Committee & Board of Directors Meetings. Responsible for maintaining accurate governance documentation including minutes and resolutions for board and committee meetings (Audit, Risk and compliance, Business Dev, Digital Transformation, Compensation, and Remuneration)
• Provide vital support, both inside and outside the office. Act as the point of contact among executives, employees, clients, and other external partners.
• Receives and places calls for the Senior Management.
• Handles and maintains personal files for the Senior Management, such as but not limited to the following
• · Opening and closing of NDD/IDD calls
• · Payments of personal and/or official monthly billings
• · Encoding calling cards to the Senior Management Directory Database
• · Monitoring of office supplies for the Senior Management
• · Proofreading and editing documents for the Executive team
• Arrange travel schedules, accommodation, and reservations for executives and officers.
• Prepares materials for the Corporate Planning Session.
• Provide support to the other departments on their transaction/deals when needed.
• Relieves Receptionist and Admin Staff in the preparation and serving of logistics during EXCOM and Board meetings, scheduling of board/conference rooms, answering phone calls, and attending to company visitors and guests, as needed.
• Files documents, materials, and correspondence received and sent by the office of the President.
• To closely monitor and process the renewal of the club membership (MBC, MAP, FINEX), golf membership (Baguio Country Club, Sta. Elena Golf, Manila Polo Club), APEC business travel card, fire insurance and motor policies.
• Assist and help HR and Admin department monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
• Assist and help the Human Resources department in company activities and events.
• Other tasks that may be assigned from time to time that will support organizational goals and objectives

• Graduate of any four (4) year business course.

• With at least 5 years proven experience as executive secretary or similar administrative role;

• Excellent organizational and time-management skills;

• Outstanding communication and negotiation abilities;

• Integrity and confidentiality;

• Good communication and presentation skills;
• Excellent problem-solving skills;
• Willing to render overtime