Gulf Orchid Perfume Manufacturing LLC is a growing perfume manufacturing and distribution company. We are looking for a highly organized, proactive, and trustworthy Administrative Assistant to the CEO to provide administrative and coordination support to the CEO and ensure the smooth operation of the executive office.
Key Responsibilities
- Manage the CEO’s calendar, appointments, meetings, emails, and daily priorities.
- Support the day-to-day administrative operations of the CEO’s office and ensure smooth coordination.
- Prepare correspondence, reports, presentations, meeting agendas, and other business documents.
- Organize executive meetings, prepare Minutes of Meeting (MOM), and follow up on action points.
- Track tasks, deadlines, and instructions assigned by the CEO and follow up with responsible managers.
- Coordinate communication and information between the CEO and departments including Production, Sales, Marketing, E-Commerce, Logistics, and Finance.
- Collect departmental updates and information required by the CEO for decision-making and business reviews.
- Coordinate with suppliers, customers, distributors, business partners, and other external stakeholders when required.
- Organize company events, exhibitions, executive meetings, and business functions.
- Arrange local and international travel, including flights, hotels, transportation, visas, and itineraries.
- Assist the CEO with company projects, special assignments, and business initiatives.
- Maintain organized and confidential records and handle sensitive business and personal information with discretion.
Requirements
- Bachelor’s degree in Business Administration, Management, Communications, or a related field is preferred.
- 2–5 years of experience as an Administrative Assistant, Executive Assistant, Personal Assistant, Secretary, or similar role.
- Previous experience supporting a CEO, General Manager, or senior executive is preferred.
- Fluent English and Tagalog communication skills.
- Experience in manufacturing, perfume, cosmetics, FMCG, retail, or trading is an advantage.
- Strong organizational, communication, follow-up, and time-management skills.
- Proficient in Microsoft 365, especially Outlook, Word, Excel, PowerPoint, and Teams.
- Professional, proactive, reliable, and detail-oriented.
- Ability to manage multiple priorities and work under pressure.
- High level of confidentiality and professionalism.
- UAE work experience is an advantage.
