Administrative Assistant

Position Purpose Statement

The Administrative Assistant is crucial in supporting the efficient functioning of administrative and clerical tasks within the Cebu office and global staff. They assist various departments and personnel, ensuring smooth operations and effective communication. The Administrative Assistant handles a diverse range of administrative duties with accuracy, professionalism, and attention to detail to employees and management, providing support on Office Administration, Vendor and Contractor/Vendor/Service Supplier Relationships, Hardware Asset Management, and General Ticketing triage matters when required.

Your Day to Day

Office Management:

• Manage front desk operations, including greeting visitors, answering phone calls, and handling mail and correspondence.
• Maintain office supplies inventory and place orders as needed to ensure adequate stock levels.
• Act as liaison between the company and landlord representatives.
• Coordinate the required engagements as specified by his/her direct manager with the office landlord.
• Be responsible for vendor relationship management in coordinating with third-party agencies for janitorial and/or security services.
• Conduct first-tier triage for IT support request handling and endorse requests to appropriate stakeholders.

Calendar Management:

• Schedule appointments, meetings, and conference calls for executives and team members.
• Coordinate meeting logistics, including room reservations, equipment setup, and catering arrangements.

Document Management:

• Prepare and format documents, presentations, reports, and correspondence as required and to meet brand standards and guidelines.
• Organise and maintain electronic filing systems to ensure easy retrieval of information.
• Maintain record keeping of hardware asset procurement within the Cebu Site.

Travel Coordination:

• Assist in making travel arrangements, including booking flights, accommodations, and transportation for staff members.
• Prepare travel itineraries and provide necessary documentation and support for business trips.

Data Entry and Recordkeeping:

• Accurately input and update data in databases, spreadsheets, and other software systems.
• Maintain records related to expenses, invoices, and other administrative documents, seeking approval for these items from the relevant approver.

Meeting Support:

• Attend meetings as needed to record minutes, distribute agendas, and follow up on action items.
• Assist in preparing meeting materials and presentations.
• Facilitate document delivery to government and supplier agencies and offices.

Customer Service:

• Serve as a point of contact for internal and external stakeholders, providing assistance and information as required.
• Handle inquiries and resolve issues courteously and efficiently.

Our Ideal MyPasser:

• Must have 1-3 years of experience in an administrative support role, preferably in a corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
• Strong organisational and time management skills with the ability to prioritise tasks effectively.
• Excellent verbal and written communication skills.
• Attention to detail and accuracy in data entry and document preparation.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive and resourceful problem solver.
• Strong interpersonal skills with a customer service orientation.
• Ability to work independently with minimal supervision.
• Adaptability and flexibility to respond to changing priorities and deadlines.
• Positive attitude and willingness to assist others.
• Previous team leadership experience is an advantage.

Information Security Accountabilities:

• Understand own contribution to the effectiveness of the Information Security Management System (ISMS).
• Understand own responsibilities within the ISMS (e.g. Acceptable Use Assets Policy, Information Security Policy).
• Understand the consequences of non-compliance with the requirements of the ISMS.
• Understand information security guidelines related to own job role.

Measures of Success:

• Efficiency: Able to demonstrate accuracy in completing tasks on time, such as meeting deadlines for reports, scheduling meetings promptly, and handling correspondence efficiently.
• Organisation: Able to demonstrate and maintain an organised work system for creating and managing files, documents, and schedules. Effectively track information and retrieve it when needed.
• Communication Skills: Able to demonstrate proficiency in effectively communicating with colleagues, clients, and superiors. Generates positive feedback from others on clarity and professionalism both in written/verbal and nonverbal communications.
• Problem Solving: Able to demonstrate ability in identifying and addressing issues before or as they arise, whether it's resolving scheduling conflicts, troubleshooting technical problems, or finding alternative solutions to logistical or task challenges.
• Initiative: Able to demonstrate proactiveness to anticipate needs, suggest improvements, and proactively address tasks and new responsibilities with grace and flexibility.
• Adaptability: Able to demonstrate calm and level-headed behaviour when confronted with changing priorities and unexpected challenges.
• Professional Development: Able to show interest in continuous improvement by showing interest to learn the MyPass product and process, and/or take on a path of leadership with small groups (like the maintenance team).

Development Activities:

0-6 Months:

Enhance Time Management Skills:

• Objective: Improve the ability to prioritise tasks effectively and manage time efficiently.
• Action Steps: Utilise time management techniques such as creating to-do lists, setting deadlines, and using productivity tools. Seek feedback from supervisors on time allocation and adjust strategies as needed.

Strengthen Communication Skills:

• Objective: Enhance both verbal and written communication skills to effectively convey information and interact with colleagues and stakeholders.
• Action Steps: Attend communication workshops or seminars, practise active listening during meetings and conversations, seek opportunities to write clear and concise emails, and participate in role-playing exercises to improve interpersonal communication.

Improve Problem-Solving Abilities:

• Objective: Develop critical thinking and problem-solving skills to address challenges and resolve issues independently.
• Action Steps: Analyse past situations where problem-solving was required, identify alternative solutions, and assess the effectiveness of chosen approaches. Seek mentorship from experienced colleagues to learn problem-solving techniques and strategies.

Enhance Customer Service Skills:

• Objective: Improve customer service skills to provide exceptional support to internal and external stakeholders.
• Action Steps: Participate in customer service training programs to learn techniques for handling inquiries, complaints, and requests professionally and efficiently. Practice empathy and active listening when interacting with colleagues and clients.

6-12 Months:

Develop Advanced Software Proficiency:

• Objective: Increase proficiency in software applications relevant to administrative tasks, such as Microsoft Office Suite and industry-specific software.
• Action Steps: Enrol in online courses or training programs to deepen understanding and mastery of software tools. Practice using advanced features of programs like Excel for data analysis or PowerPoint for presentations.

Expand Organisational Skills:

• Objective: Strengthen organisational skills to manage multiple tasks, deadlines, and projects efficiently.
• Action Steps: Implement strategies for organising digital and physical workspace, such as creating file structures for easy retrieval of documents, using task management tools like Trello or Asana, and maintaining an updated calendar with reminders.

Expand Knowledge of Industry Practices:

• Objective: Increase understanding of industry-specific practices and terminology relevant to the organisation.
• Action Steps: Engage in continuous learning through industry publications, webinars, and professional development courses. Network with professionals in the industry to gain insights into best practices and emerging trends.

12 Months and Above:

Demonstrate Leadership Potential:

• Objective: Develop leadership qualities and abilities to take on more responsibilities and advance within the organisation.