Mindshare | Executive Assistant

Executive Assistant duties and responsibilities include providing administrative support to ensure efficient operation of the office. Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field’s concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. May direct and lead the work of others. Rely on experience and judgment to plan and accomplish goals and a wide degree of creativity and latitude is expected. Typically reports to a manager or head of a unit/department.

Responsibilities:

• Answer and direct phone calls
• Organize and schedule meetings and appointments (if needed
• Assist in the preparation of regularly scheduled reports (if needed)
• Develop and maintain a filing system
• Order office supplies
• Book travel arrangements (if needed)
• Submit and reconcile expense reports
• Provide general support to visitors
• Provide information by answering questions and requests
• Take dictation
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies
• Contribute to team effort by accomplishing related results as needed
• Carry out administrative duties such as filing, typing, copying, binding, scanning etc.
• Organize travel arrangements for senior managers (if needed)
• Maintain computer and manual filing systems
• Handle sensitive information in a confidential manner
• Coordinate office procedures
• Reply to email, telephone or face to face enquiries
• Receive, sort and distribute the mail
• Coordinate repairs to office equipment
• Greet and assist visitors to the office
• Photocopy and print out documents on behalf of other colleagues

More about GroupM

GroupM – GroupM leads and shapes media markets by delivering performance-enhancing media products and services, powered by data and technology. Our global network agencies and businesses enable our people to work collaboratively across borders with the best in class, providing them the opportunity to accelerate their progress and development. We are not limited by teams or geographies; our scale and diverse range of clients let us be more adventurous with our business and talent. We give our talent space, support, and tools to innovate and grow.

In recent years, the Philippines has emerged as one of the fastest growing economies in Southeast Asia. Al-Jazeera noted the market demonstrating “an unprecedented period of macro-economic buoyancy and political stability”, spurring both domestic and international business growth. It is also one of the largest and fastest growing digital markets in Southeast Asia, with growth expecting to increase exponentially in the next few years.

With a population of 109.5 million, 59.2% of these currently have access to the internet. By 2022, the Philippines’ internet population is forecasted to be 73%. Coupled with the Philippines’ vibrant economic growth and the expansion of its digital footprint, GroupM Philippines is well-positioned as an exciting and innovative organization for media players and talent to be.

GroupM is an equal opportunity employer. We view everyone as an individual and we understand that inclusion is more than just diversity – it’s about belonging. We celebrate the fact that everyone is unique and that’s what makes us so good at what we do. We pride ourselves on being a company that embraces difference and truly represents the global clients we work with.