About Shore360:

• Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies, handling recruitment, HR, IT, and office facilities so clients can focus on core business, offering transparent pricing, dedicated teams, and flexible setups.

Purpose of the Role

• The purpose of this role is to provide an executive level of support to the General Manager. Performs all secretarial and administrative support functions throughout the business, enabling the General Manager to focus on strategic priorities rather than day-to-day operational tasks.

Main Tasks

• Calendar & Schedule Management – organizing and maintaining the General Manager's calendar. Scheduling and coordinating meetings, appointments, and events. Resolving scheduling conflicts.
  
• Communication & Email Management– Acting as the first point of contact for calls, emails and correspondence. Screening and prioritizing communication. Drafting, proofreading, and sending emails on behalf of the General Manager.
  
• Meeting & Event Coordination – Preparing agendas and meeting minutes (DFES).
  
• Coordinating logistics for internal and external events.

Travel Arrangements

• Document & File Management – Creating, formatting and managing reports and documents. Organising and maintaining documents into filing systems (SharePoint). Ensuring records are accurate and up to date.
• Project Support – Assisting with planning and tracking of ongoing projects (Monday.com). Follow up on action items and deadlines.
• Admin & Office Support – Managing expenses (Hubdoc) Quotes and Invoicing (Xero)

Core Accountability and Responsibilities

• Streamlining Executive Workload – An EA manages the General Managers' schedule, correspondence, and commitments, ensuring time is used efficiently and priorities are met.
  
• Acting as a Gatekeeper – An EA filters communications, manages meeting requests, and handles inquiries to protect the General Manager's time and focus.
• Coordinating Operations – An EA ensures that meetings, travel, projects, and deadlines are organized and executed seamlessly. Often liaising between multiple internal terms and external stakeholders.
• Ensuring Accuracy & Professionalism – Prepare documents, reports and presentations to a high standard, maintaining confidentiality and professionalism in all matters.
• Supporting Strategic Goals – By managing the administrative side of operations, an EA frees up the General Manager to focus on leadership, decision-making and long?term planning.

Experience & Skills

• Prior experience in an EA role or related field – more than 4 years at a senior level or high-paced level.
  
• Knowledge of the industry they're supporting.
  
• Technical skills & knowledge across the Microsoft office suite, calendar & scheduling tools, document systems (SharePoint, Monday.com), communication platforms (teams), typing skills.
  
• Organizational & Planning skills – Have exceptional time management and ability to prioritize deadlines/tasks, and strong attention to detail.
• Interpersonal & Communication skills – Professional communication both verbal and written, ability to build relationships with external and internal stakeholders.
• Proactive Mindset/Time Management – Using initiative to complete tasks and able to manage tasks in a timely manner.
  
• Problem Solving Skills – Able to handle unexpected changes with calm and creativity
• Adaptability – thrive in a fast-paced and changing environment

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