Administrative Assistant

Makati, Philippines

Key Responsibilities:

• Support: Manage calendar, schedule meetings, appointments, and conferences while ensuring effective prioritization of tasks.
• Communication Management: Handle phone calls, emails, and correspondence, ensuring timely and accurate responses.
• Travel Coordination: Organize travel logistics, including flight arrangements, hotel bookings, itineraries, and any related needs.
• Document Preparation: Draft, proofread, and edit communications, presentations, reports, and other executive documents. Ensure that all materials are high quality and in line with the preferences.
• Meeting Coordination: Organize and prepare for board meetings, executive team meetings, and other key discussions, including agendas, meeting notes, and follow-up actions.
• Confidentiality Management: Handle confidential information with the highest level of discretion, ensuring sensitive matters remain secure.
• Event Planning: Assist in organizing events, including corporate meetings, conferences, or special functions, ensuring all logistical details are handled.
• Task and Project Management: Assist the executives and manager in managing both short-term and long-term projects, ensuring deadlines are met and priorities are clearly outlined.
• Other Ad Hoc Tasks: Support other departments with administrative tasks when required.

Qualifications:

• Education: Bachelor’s degree or equivalent experience required; advanced degree a plus.
• Experience: Minimum of 3-5 years of experience as an administrative assistant
• Technical Skills: Proficiency in Google Suite and familiarity with project management software (e.g., Asana, Trello, or similar).
• Communication: Exceptional written and verbal communication skills, with the ability to articulate ideas clearly and professionally.
• Organizational Skills: Strong organizational and multitasking skills with the ability to manage competing priorities in a fast-paced environment.
• Time Management: Excellent time management skills, with the ability to anticipate needs and manage the manager’s schedule effectively.
• Problem Solving: Strong ability to think critically, troubleshoot issues, and handle unexpected challenges with grace and efficiency.
• Discretion and Confidentiality: A high level of integrity, professionalism, and discretion, especially in handling confidential and sensitive information.
• Personal Attributes: Self-motivated, proactive, adaptable, and able to work independently or as part of a team.

Preferred Skills:

• Strong attention to detail and a high degree of accuracy in all tasks.
• Experience with office management software or tools (e.g., Google Workspace, Slack, Jira
• Ability to work under pressure and manage shifting priorities with a positive attitude.