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Administrative Partner

1 week ago

Angeles City, Central Luzon, Philippines Guided Outsourcing Full time

We are seeking an exceptional Administrative Partner to join our team at Guided Outsourcing. As a key member of our staff, you will play a crucial role in supporting senior executives by managing reports, schedules, coordinating meetings, handling communications, and performing various administrative tasks.

The ideal candidate is a detail-oriented professional with excellent organizational and multitasking skills, who can maintain confidentiality and work effectively in a fast-paced environment.

Key Responsibilities:

  1. Calendar Management:
    • Schedule and coordinate meetings and appointments efficiently, ensuring seamless communication among team members.
  2. Communication:
    • Monitor GroupMe, the company's communication tool for store-wide interactions, and respond promptly to messages and emails.
  3. Meeting Coordination:
    • Organize and prepare materials for meetings, ensuring all necessary information is available, and facilitate productive discussions.
  4. Administrative Support:
    • Handle confidential information with utmost discretion, maintaining the trust and confidence of senior executives and colleagues.
    • Maintain organized filing systems and databases, ensuring accurate and up-to-date records.
    • Assist with special projects and research tasks as needed, demonstrating adaptability and a willingness to learn.
  5. Finance Administrative Support:
    • Perform QuickBooks data entry and reconciliation tasks, ensuring accuracy and attention to detail.
  6. Customer Service Support:
    • Act as the first point of contact for billing, payments, or collection issues, providing prompt and effective resolutions, and escalating complex matters when necessary.
  7. Marketing Support:
    • Assist in marketing efforts, tracking customer and employment initiatives, and contributing to the development of innovative marketing strategies.
  8. Ad Hoc Tasks:
    • Perform other duties as assigned to support the team and organizational objectives, demonstrating flexibility and a commitment to excellence.

Qualifications:

  1. Education:
    • A bachelor's degree in Business Administration or related field is preferred, but not required.
  2. Experience:
    • Minimum of 5 years of experience as an executive assistant or similar role, with prior experience in a salon business being a plus.
    • Familiarity with tools such as SalonUltimate, Bonusly, SOCiGoApp, and Geckoboard is a plus but not required.
  3. Skills:
    • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
    • Excellent written and verbal communication skills, with the ability to adapt to diverse communication styles.
    • Strong organizational and multitasking abilities, with a focus on prioritizing tasks effectively.
    • Ability to work independently, with minimal supervision, and maintain confidentiality in handling sensitive information.
  4. Attributes:
    • Professional demeanor and appearance, with a high level of attention to detail.
    • Strong problem-solving skills, with the ability to think critically and make sound decisions.
    • Ability to adapt to changing priorities and handle pressure, while maintaining a positive attitude and composure.