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Iberia Executive Support Analyst

Mandaluyong City Job No. r00178075 Full-time

Job Description

Provide support to executive/s with global, complex organizational responsibilities and lead a team of executive assistants. Own miscellaneous complex administrative tasks, including form preparation, invoicing, contact and email distribution list maintenance as well as actively participate with the Workplace team to support office events/initiatives.

Operations Management

  • Work with EA Service Center Supervisor to ensure that new initiatives are implemented.
  • Coordinate work of him/herself and a team of Executive Assistants (typically between 6-12 people) to ensure that customer service requests are completed in a timely and efficient manner while providing efficient, productive, safe, inclusive, and respectful environment.
  • Can serve as first point of contact (before involving EA Service Center Supervisor) for customers' concerns, complaints, issues.
  • Is personally present in the office premises at least 2x week to participate on activities needed onsite (e.g. guidance of team members, training delivery, candidate interviews, and similar)
  • Demonstrates the highest standards in Executive Support service delivery and customer satisfaction, as well as in complying with ethical and information security rules.
  • Provide Executive Support to assigned customers to remain knowledgeable.

Managing Resources

  • Monitor workload to ensure that overtime levels do not impact on work / life balance.  Suggest re-organization of support within team in case of free/full capacity, or work with EA Service Center Supervisor to resolve.
  • Coordinate secretarial rota to ensure adequate secretarial support is provided to the business within core hours.
  • Approve/document team absences to ensure adequate cover is provided to Executives and support coordinating needed back-up.
  • Ensure that team members’ time reports are collected.
  • Participate personally on candidate interviews.

Performance Management

  • Identifies knowledge/skills/behavior gaps of team members and provides direct feedback to individual team members including guidance and/or training.
  • Ensure team operates efficient buddy and back-up system
  • Performs Career Counselling for direct reports as per Global and local HR guidelines.
  • Act as a resource for questions from team members and customers.
  • Organize training for new joiners (in line with Training Plan).

Qualifications

Must Have:

  • Spanish Speaking
  • College Level (University degree is not required)
  • College level with strong customer service experience background (College Degree is not required but good to have)
  • Fluent English, both verbal as written, min C1 level.
  • Excellent administrative, organizational, and problem-solving skills with strong attention to detail, and the ability to problem solve in a collaborative, inclusive team environment
  • Operations Management
  • People Management/Resource Management
  • Performance Management
  • Excellent training experience

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