Job Description

Company DescriptionWe are Pilmico and Gold Coin Group, the integrated agribusiness and food company of Aboitiz Equity Ventures, Inc. (Aboitiz), alongside Abaqa International, our trading and central purchasing arm.In the Philippines, we\'re industry leaders in flour and animal feed manufacturing and a top pork meat producer. Our divisions- Agribusiness and, Food & Nutrition-empower our stakeholders with consistent quality products and unmatched support.We\'ve expanded our reach across the Asia Pacific region through Gold Coin Management Holdings, Inc. (Gold Coin), a pioneer in animal nutrition that creates scientifically based animal feeds.Abaqa International, based in Singapore, plays a vital role by acting as the central purchasing arm of the group and facilitating the trade of raw materials like wheat, soybean meal, corn, and other feed ingredients, globally. They serve a diverse clientele, ensuring a smooth supply chain for Pilmico and Gold Coin Group\'s operations across Asia, while also offering their expertise to other companies in the region.Today, we have a strong multinational presence. With multiple research and production facilities across the Asia Pacific region, we take pride in continuously cultivating an agile and multicultural workforce driven by our values of integrity, teamwork, innovation, and responsibility. These combined strengths equip us to take a leadership position in innovating the food value chain.Investing in talent is our priority. We uphold Aboitiz\'s values of Integrity, Teamwork, Innovation, and Responsibility, because these are key to our continued growth.Join the Pilmico & Gold Coin team and join us on our journey to becoming the leading integrated food and agribusiness company in Asia Pacific.What does it mean to be a Pilmico & Gold Coin Group team member?WarmWe are friendly, sincere and passionate in the way we interact with customers. No matter where and when we will always be there for them.ProfessionalWe are professional and credible, committed to sustainably feeding Asia\'s growth from mill to meal, ensuring that our products contribute positively to the region\'s development.Relationship-DrivenWe go beyond our professional duties to build a closer relationship with our customers, a relationship that is committed, supportive, and nurturing.The Executive Assistant cum Office Admin plays a crucial role in providing comprehensive administrative support to the Business CEO and other Executives and overseeing office operations to ensure smooth functioning.Executive Support

• Provide comprehensive administrative support to the Business CEO and other Executives, including managing calendars, scheduling meetings, and handling correspondence.
• Coordinate meeting logistics, such as room reservations, audiovisual equipment setup, and distribution of materials.
• Prepare detailed meeting agendas, ensuring all relevant topics and materials are included for thorough discussion and decision-making.
• Record accurate and detailed meeting minutes, capturing key decisions, action items, and follow-up tasks to facilitate accountability and progress tracking.
• Handle sensitive and confidential information with discretion, maintaining secure electronic and physical files to safeguard privacy and confidentiality.

• Oversee day-to-day office operations, including procurement of supplies, equipment maintenance, and facility management.
• Maintain relationships with vendors and service providers, obtaining competitive quotes and negotiating contracts as needed.
• Monitor the administrative budget, tracking expenses, analyzing variances, and providing recommendations for cost-saving measures.
• Coordinate office events, including employee engagement initiatives, corporate social responsibility (CSR) projects, and corporate branding activities at the country level, as well as client meetings and company celebrations.
• Support onboarding and offboarding of employees on office administrative matters such as issuing and collecting keys, coordinating laptop purchases and availability, and overseeing the activation and deactivation of door access systems.
• Provide basic IT support and troubleshooting for office equipment and software applications, escalating complex issues to the IT department as necessary.
• Coordinate with telecommunication companies to oversee telephone line installation and cellular phone subscription, ensuring accurate completion of applications and timely activation of services.
• Monitor usage of company-issued cellular phones, ensuring that problems are promptly reported to the telecommunication company and that cost consumption for official calls remains within budget.

• Coordinate with travel agents to search, book, and confirm flights for the Business CEO, Executives, and other staff, ensuring optimal travel arrangements and adherence to company policies.
• Facilitate visa applications for employees traveling internationally, including gathering necessary documentation and completing application forms.
• Communicate travel itineraries, visa statuses, and relevant travel information to employees.
• Collaborate with travel agents and vendors to negotiate favorable rates and terms for travel-related services.
• Collaborate with Executive Assistants (EAs) and Admin in other countries to arrange flights and hotel bookings for employees as needed.
• Receive guests and support arrangement of accommodation and travel arrangements, when necessary
• Act as a fire warden, coordinating emergency drills and ensuring adherence to office safety protocols.
• Respond to all incoming calls, directing inquiries to the appropriate contacts and providing timely responses.
• Receive and process incoming and outgoing couriers, logging deliveries, distributing packages, and ensuring accurate record-keeping.

• Diploma/Bachelor\'s degree in Business Administration, Management, or related field.
• At least 5 years of experience in administrative support roles, preferably in a corporate environment.
• At least 5 years of experience in office administration tasks such as procurement, vendor management, travel management, and budget monitoring.
• Knowledge of basic IT troubleshooting
• Proficiency in office software applications, including Google Suite (Docs, Sheets, Slides).

Pilmico