Secretary & Office Assistant with Distribution Partner - Philippines
Premier Wines & Spirits Inc
Areas that play to your strengths
All the responsibilities we'll trust you with:
Arrange domestic and international travel requirements including flights, hotels, transportation, visas, and travel itineraries.
Coordinate travel schedules and market visit agendas for the General Manager and Leadership Team.
Organize meetings, conferences, workshops, team events, and training sessions.
Coordinate logistics and accommodation requirements for regional and international guests.
Manage meeting schedules, appointments, and calendar invitations.
Screen and coordinate meeting requests, invitations, and business correspondence.
Maintain and update team travel calendars and key activity schedules.
Ensure timely communication of important announcements, meetings, and deadlines.
Provide administrative support to the General Manager, Leadership Team, and Country Team.
Prepare, edit, format, and proofread presentations, reports, letters, and other business documents.
Coordinate video conferences, virtual meetings, and related technical requirements
Manage filing systems and maintain organized records of contracts, agreements, and key documents.
Handle courier requirements, incoming and outgoing correspondence, and office documentation.
Assist with legal, compliance, permit, and documentation requirements as needed.
Maintain confidentiality of sensitive company information and records.
Oversee day-to-day office administration including office supplies, utilities, equipment, and vendor management.
Coordinate office maintenance, repairs, renovations, and facilities-related requirements.
Maintain office asset inventory and records.
Ensure office facilities are well-maintained, safe, and conducive to productivity.
Support office relocation, fit-out, and special facilities projects when required.
Coordinate invoice processing, payment requests, reimbursement claims, and supporting documentation.
Monitor and follow up approval workflows between Red Bull, distributor partners, and external suppliers.
Maintain good working relationships with key contacts from Finance, Accounting, Purchasing, Logistics, and other service providers.
Ensure administrative documents are accurate, complete, and submitted on time.
Maintain action trackers and monitor progress of key business projects and initiatives.
Follow up with stakeholders to ensure timely completion of agreed actions and deliverables.
Proactively identify potential delays, issues, or gaps and escalate when necessary.
Provide regular project status updates to management.
Support cross-functional coordination between Sales, Marketing, Finance, HR, and external partners.
Your areas of knowledge and expertise
that matter most for this role:
- 3-4 years experience in administration, executive support, office management or business support roles.
- Experience in an FMCG or multinational environment is an advantage.
- Excellent verbal and written communication skills with the ability to interact professionally across all levels of the organization and external partners
- Strong organizational and time management skills with the ability to manage multiple priorities, deadlines, and projects simultaneously.
- High attention to detail and accuracy in handling documents, reports, schedules, and administrative processes.
- Advanced proficiency in Microsoft Office applications, particularly Excel, PowerPoint, Word, and Outlook.
- Proactive problem-solving mindset with the ability to work independently, anticipate needs, and take initiative.
- Completed Bachelor Degree
- English & Filipino
- Travel 0-10%
Looking for something else?
- Type any country, city, state...
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