Executive Secretary
1 week ago
Mitsubishi is hiring a
Posted 1 week ago
Apply before July 6, 2022

1. Manage the Affairs of GM’s Office

o   GM’s Calendar

o   Arrange and request meetings for GM

o   Assist and Entertain GM’s visitors

o   Maintain good communication and relationship w/ others including

business partners

o   Manage the supplies at GM’s Office (inventory & purchase)

2. Arrange all the logistics needed by GM for business trips

o   Business Trips:

  • Search for possible Flights that will fit to GM’s schedule
  • Request Booking from Travel Agencies, confirm and advise issuance on time
  • Prepare and send GM’s Business Trip Notification
  • Prepare GM’s Business Trip Report (Settlement of Expenses) and process Payment Application through GBS (Ticket & Business Trip Settlement of GM)

o   Hotel Requirements:

  • Book Hotel Rooms for GM and for visitors
  • Verify all the requirements needed and coordinate w/ the Hotel
  • Prepare the letter, get GM’s approval and submit to the Hotel to secure the Room Reservations

o   NOTE: Responsible for the Negotiation and Coordination regarding

the Hotel Corporate Rates for the company every year.

o   Process application and payments of airport VIP Pass of visitors as


3. Organize GM Secretary’s area

o   Secure & Update Secretary’s Manual as needed

o   Manage Incoming & Outgoing documents for GM

o   Distribute documents on time and coordinate necessary information

to everybody

4. Maintenance of Company Guesthouse

oSupervise and coordinate with helpers, driver, gardener and VIP

o   Schedule and coordinate Termite and General Pest Control

Treatment at the Guesthouse, Aircon Maintenance, Swimming Pool

o   Coordinate and supervise Repairs and services

o   Coordinate w/ Contractors and Suppliers; negotiates on prices and

terms, schedules, procedures.

o   Coordinate and request permits, process cash bonds if needed w/


5. Perform physical inventory of Fixed Assets at the guesthouse and submit Inventory Reports.

6. Plan, Coordinate, and Manage all the arrangements for all Dinner and other Events at the Guesthouse

o   Prepare Application for Guesthouse Events in coordination with the

persons/Divisions that made the request

o   Coordinate with the Caterers regarding Menu and other


o   Coordinate with Guesthouse Helpers for all the arrangements

o   Secure permit from Association for big parties

o   Discuss all details of GM and get his approval before finalizing all

the arrangements

o   Prepare seat plan, place cards and name cards as needed

o   Prepare Inventory of Drinks, Cash Advance and Purchase of

Additional stocks as needed (Wines & other Beverages, Chips &


7. Subscriptions

o   Process renewal of newspaper and other magazines

o   Monitor cost and secure timely delivery

8. Memberships

o   Process renewal of Club Memberships

o   Process transfers & maintenance of Golf Memberships

9. Research information as may be needed by GM ( Logistics / Business Trip related)


  • Candidate must possess at least Bachelor’s Degree in Business or equivalent.
  • At least 2 Year(s) of working experience in the related field is required for this position
  • Proficient in Microsoft Windows applications
  • Good oral & written English communication skills (Japanese N3 level is an advantage).
  • With knowledge in basic Accounting and reporting.

How do you apply?

To learn more and apply, visit us at: https://ph.jora.com/job/Executive-Secretary-9e98dedf186571c0f6b8279a5200a7b6?from_url=https%3A%2F%2Fph.jora.com%2Fj%3Fa%3D7d%26l%3D%26p%3D4%26q%3Dvirtual%2Bassistant%26sp%3Dfacet_listed_date%26st%3Ddate%26surl%3D0%26tk%3D74vgI6RxWwMOcVkANjC5-EQO6ej1ECgLP7Mz407ui&sl=&sol_srt=2f901c0a-68f5-44a6-aaf0-d22d87a72654&sp=serp&sponsored=false&sq=virtual+assistant&sr=37&tk=74vgI6RxWwMOcVkANjC5-71c2jU_SK91n_c8vAh0b or click the Apply Now Button below.

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