Executive Admin Assistant (Hybrid)

⏰ Shift Schedule & Work Setup:

• Eastern Timezone (Night Shift in PH)
• Hybrid Setup (3x Office, 2x WFH weekly) | Office Location: (GreatWork Studio) ABDC Building, Sct. Rallos, cor Sct. Tuason St, Diliman, Quezon City, Metro Manila

🏢 Job Summary:

We are looking for a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative support to senior management within an IT Managed Services Provider (MSP) environment.

The Administrative Assistant will report directly to the President and Chief Operating Officer (COO) and will be responsible for supporting management with day-to-day administrative operations, coordination, scheduling, and other business-related tasks as needed.

This role requires someone with excellent organizational and communication skills, strong initiative, and the ability to manage multiple priorities while ensuring that administrative tasks are completed accurately and efficiently. Additional responsibilities may be assigned by management from time to time based on business needs.

🔑 Key Responsibilities:

Administrative & Management Support

• Provide day-to-day administrative assistance to the President, COO, and management team.
• Assist with daily time management, task coordination, and administrative priorities.
• Manage and maintain executive calendars, ensuring meetings and appointments are accurately scheduled and organized.
• Answer incoming phone calls and emails, screen inquiries when necessary, and relay detailed and accurate messages.
• Draft, prepare, and proofread business correspondence, including emails, letters, and other administrative communications.
• Attend meetings as required and prepare accurate, comprehensive meeting notes and documentation.
• Perform general administrative duties, including accounting-related tasks, recordkeeping, and document management.

Travel & Event Coordination

• Arrange and coordinate business travel, including flight bookings, accommodation, and ground transportation.
• Consider travel durations, time zone differences, and scheduling requirements when preparing travel arrangements.
• Coordinate business events, appointments, conferences, and speaking engagements.
• Run business-related errands as requested by management.
• Be available for occasional business travel when required.

General Administrative Support

• Handle additional administrative assignments and special requests as directed by management.
• Provide flexible administrative support to ensure the smooth day-to-day operations of the management team.

💡 Skills, Knowledge, and Expertise

The ideal candidate should demonstrate the following skills and qualifications:

• Strong Interpersonal Skills: Ability to interact professionally and effectively with management, colleagues, clients, and other stakeholders.
• Initiative & Accountability: Self-motivated, dependable, and capable of taking ownership of assigned tasks and seeing them through to completion.
• Technical Proficiency: Comfortable using standard office productivity tools and email applications, particularly Microsoft Word, Excel, and Outlook.
• Communication Skills: Excellent verbal and written communication skills, with strong active listening abilities.
• Problem-Solving Skills: Proactive in identifying potential issues and finding practical solutions.
• Multitasking Abilities: Capable of managing multiple assignments and shifting priorities in a fast-paced work environment.
• Time Management & Organization: Strong organizational skills, attention to detail, and the ability to manage schedules and deadlines effectively.
• Numerical Aptitude: Above-average mathematical skills, with the ability to handle basic calculations and accounting-related administrative tasks.
• Background Verification: Must be willing to undergo and successfully pass a background check.

💻 Why You'll Love Working with Us:

• Prime Office Location Convenient location with easy access to public transportation, dining, and nearby establishments.
• Modern Workspace Enjoy a comfortable, well-equipped office with modern amenities.
• Paid Leave Take time off to recharge, starting upon regularization.
• HMO Benefits Comprehensive healthcare coverage as soon as you're regularized.
• Government-Mandated Benefits All statutory benefits such as SSS, PhilHealth, and Pag-IBIG are fully provided.
• Fun & Collaborative Culture Be part of a dynamic team that values creativity, innovation, and teamwork.

🚨 NOTE:

This is a full-time employment position and NOT an Independent Contractor arrangement. It comes with government-mandated contributions and benefits.

A background check is part of our hiring process and will be completed before moving to the job offer stage. We kindly ask applicants to have the necessary details ready in advance to keep things smooth and hassle-free.