Job Title:  Sr. Executive Secretary

No Relocation Assistance Offered
Job Number #163809 - Taguig, National Capital Region (NCR), Philippines

Who We Are

Colgate-Palmolive Company is a global consumer products company operating in over 200 countries specializing in Oral Care, Personal Care, Home Care, Skin Care, and Pet Nutrition. Our products are trusted in more households than any other brand in the world, making us a household name!

Join Colgate-Palmolive, a caring, innovative growth company reimagining a healthier future for people, their pets, and our planet. Guided by our core values—Caring, Inclusive, and Courageous—we foster a culture that inspires our people to achieve common goals. Together, let's build a brighter, healthier future for all.
 

Job Purpose : 

The Executive Secretary to the General Manager is a pivotal role within the company, providing comprehensive administrative and organizational support to the General Manager. This individual will be responsible for facilitating the efficient and smooth operation of the General Manager's office through a proactive approach to scheduling, communication, and project coordination. 

Core Responsibilities : 

Executive Assistant

• Manage the General Manager's calendar, ensuring efficient time management and prioritization of appointments, meetings, and travel arrangements.
• Act as the first point of contact for the General Manager, handling all correspondence with discretion and tact.  Exercises tact, prudence and high level of maturity and confidentiality in handling documents, calls, inquiries and relaying messages for and on behalf of the General Manager. 
• Prepare and edit correspondence, communications, presentations, and other documents on behalf of the General Manager.
• Strong leadership and communication in facilitating and coordinating internal and external communication between the General Manager, Local leadership team, division team, and other stakeholders.   Maintain credibility, trust, and support with senior management staff.
• Organize and coordinate the logistics of executive team activities, including leadership meetings and off-site meetings.
• Assist with the preparation of the budget for the General Manager's office, monitor expenses, and process expense reports.
• GM’s office records storage and safekeeping aligned with the Records Retention guidelines.

Sustainability program administration

• Organize and coordinate special projects as assigned, including but not limited to Sustainability programs and Company Donations
• Active member of the Sustainability team to support any and all admin requirements, including contracts and related documents, bills processing, etc.  Coordinate with Finance and Suppliers on payment and tax related requirements.
• Support Finance to obtain & submit documents to the BIR
• Any other tasks required based on agreed Sustainability team R&Rs 

Liaison for corporate memberships and donations

• Supervise and administer the company's professional memberships
• Handle company donations; active engagement with the organization to ensure compliance with company policies and standards.

Business Continuity Plan admin support

• Update Business Continuity Plan contact directory as needed. 
• Ensure complete and updated Business Continuity Plans in the BCP Shared drive, liaising with Internal Audit and Function Heads.

Others

• Efficiently distribute board resolutions and SEC certificates for electronic signature by board members, ensuring timely execution and compliance.
• Handle relationship with Travel Agency and SME for travel related policies - advise travelers and travel agencies on company policies regarding official flight bookings, visas, and hotel accommodations, ensuring adherence to guidelines.
• Acts as coordinator/liaison between drivers and their agency in support to push for Colgate's requirements, ensuring protocols are in place, right charging expenses and providing approval for needed car, driver, maintenance expenses in coordination with procurement and/or vendors.
• Handle good relationships with International School Manila and other key schools for children of expats.
• Perform other duties that may be required from time to time

Key Internal and External Customers

Internal:

• Leadership Team, Legal team, Finance / tax , Division team & Global teams

 External:

• Vendors, Third Party Service Providers, Third Party Services & Logistics Provider & Other Business Partners

Leadership/ Supervision

• Individual Contributor

Education and Functional experience required

Education:

• Bachelor’s degree (or equivalent local university degree) in a technical or business field

Requirements:  

• Proven 5+ years of experience as an executive assistant or in other secretarial positions.
• High level of verbal and written communications skills.  Able to communicate clearly to all levels of the organization
• Full comprehension of office management systems and procedures.
• Excellent knowledge of Google Suite, with proficiency in Docs, Sheets, and Slides.
• Exemplary planning and time management skills.
• Ability to multitask and prioritize daily workload.
• High level of integrity, discretion and confidentiality.
• Outstanding interpersonal skills and the ability to establish relationships with stakeholders, including staff, board members, and external partners.

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"We are Hiring!!"  

https://jobs.colgate.com/

Our Commitment to Diversity, Equity & Inclusion
Achieving our purpose starts with our people — ensuring our workforce represents the people and communities we serve —and creating an environment where our people feel they belong; where we can be our authentic selves, feel treated with respect and have the support of leadership to impact the business in a meaningful way.

Equal Opportunity Employer
Colgate is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity, sexual orientation, national origin, ethnicity, age, disability, marital status, veteran status (United States positions), or any other characteristic protected by law.

Reasonable accommodation during the application process is available for persons with disabilities. Please complete this request form should you require accommodation.

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