Executive Assistant (Philippines)

Summary of Position :

Zero Motorcycles is currently looking for an Executive Assistant to support the Zero Motorcycles Organization by providing clerical and office management support as requested by the Executive leadership team. We are looking for an individual to join who oversees operations across the Zero Philippines organization’s office. The Executive Assistant plays an important role in ensuring the smooth operation of the office by overseeing administrative tasks, managing office supplies, coordinating schedules, and providing support to staff members. This position requires excellent organizational skills, attention to detail, and the ability to multitask effectively. The Executive Assistant serves as a central point of contact for internal and external stakeholders, handles correspondence, maintains filing systems, and assists with budget management. Strong communication and interpersonal skills are essential for liaising with colleagues and clients. The ideal candidate is proactive, resourceful, and capable of working autonomously in a fast-paced environment.

Key Responsibilities :

• Administrative Support: Provide comprehensive administrative support to the office, including managing correspondence, scheduling appointments, and handling phone calls.
• Office Management: Oversee day-to-day office operations, ensuring that supplies are stocked, equipment is maintained, and facilities are in good condition.
• Record Keeping: Maintain accurate records, files, and databases, both physical and electronic, to ensure easy retrieval of information.
• Coordination: Coordinate meetings, events, and travel arrangements for staff members, including booking venues, arranging accommodations, and preparing materials.
• Communication: Serve as a central point of contact for internal and external communications, responding to inquiries, directing messages appropriately, and accepting/screening visitors.
• Budget Management: Assist in monitoring and managing office expenses, including processing invoices, tracking expenditures, and reconciling accounts.
• Policy Implementation: Ensure compliance with company policies and procedures, including health and safety regulations, data protection laws, and organizational protocols.
• Team Support: Provide support to colleagues and the Executive Team as needed, such as drafting documents, preparing presentations, and assisting with projects.
• Problem Solving: Address issues and concerns that arise in the office environment, troubleshooting problems and finding solutions to improve efficiency and productivity.
• Continuous Improvement: Identify opportunities for process improvements and implement best practices to enhance office operations and workflow.

Required Education/Experience :

• Previous experience in an administrative role is typically required, with a minimum of 1-3 years of relevant experience preferred.
• Prior experience working in an international company is preferred.
• Experience with office management, including handling administrative tasks, coordinating schedules, and managing office supplies.
• Proficiency in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment like printers, scanners, and fax machines.
• Prior experience working with SAP, Salesforce, and JIRA is preferred.
• Strong organizational skills and attention to detail, with the ability to prioritize tasks and manage time effectively.
• Excellent communication and interpersonal skills, with the ability to interact professionally with colleagues, clients, and vendors.
• Proven ability to work independently and as part of a team, with a proactive and flexible approach to problem-solving and decision-making.
• An associate degree or higher in business administration, office management, or a related field, a plus.
• Additional certifications or training in office administration, such as courses in administrative procedures, business communication, or project management, are a plus.

Skills and Attributes

• Excellent attention to detail and good organization and logical thinker
• Capable of working independently based on a schedule.
• Excellent written and verbal English communication skills with proficiency in MS Office suite or related software
• Fully committed and willing to go the extra mile.
• Pleasing personality, amiable with a positive attitude and willingness to work overtime/on weekends when required.

Physical and Sensory Requirements:

Candidate must be able to sit for long periods of time to perform duties, and to move around and make inquiries from other staff, management as needed.

Must be able to bend or stoop down to access files, including lifting of items or objects up to 20lbs.

Why Zero Motorcycles?
We are still a small team but growing fast and our colleagues are spread in 8 countries. We have a diverse population with more than 10 nationalities, and we all speak multiple languages. We are open for any improvement ideas and celebrate our / your successes as much as we can.

If interested, please email your resume to the following: [email protected]