Administrative Associate

1 day ago

Pasay, National Capital Region, Philippines HandPhil Enertex Full time $40,000 - $80,000 per year
Key Responsibilities

1. Executive Support & Cross-Functional Coordination

  • Coordinate and monitor cross-departmental communication and task implementation as directed by the CEO

  • Draft official documents, reports, internal memos, business emails, and speeches

2. Meeting & Presentation Support

  • Prepare presentations, meeting agendas, and administrative documents

  • Record meeting minutes and follow up on assigned action items

  • Assist in business reception

3. Administrative Management & Office Operations

  • Ensure smooth daily operations of the executive office

  • Organize and manage contracts, legal documents, and confidential files

  • Assist in the optimization of internal administrative procedures and systems

4. External Liaison & Stakeholder Communication

  • Act as liaison with external parties including government agencies, clients, and strategic partners

  • Facilitate communication and scheduling between the CEO and external stakeholders or senior executives

5. Project Tracking & Business Support

  • Monitor project timelines, track implementation progress, and identify potential risks

  • Conduct research and gather data to support strategic business decisions

  • Handle ad-hoc tasks assigned by the CEO and ensure timely, high-quality execution

6. Maintain Accurate Financial Records

  • Record daily financial transactions, including sales, purchases, receipts, and payments, in accordance with accounting standards.

  • Ensure proper classification and reconciliation of general ledger accounts on a regular basis.

  • Perform monthly bank reconciliations and investigate discrepancies to maintain financial integrity.

  • Organize and safeguard all financial records, receipts, vouchers, and compliance documents for audit readiness.

7. Ensure Tax and audit Compliance

  • Prepare and file accurate and timely tax returns, including but not limited to VAT, EWT, and Corporate Income Tax (CIT), in compliance with local tax regulations.

  • Assist in internal and external audits by preparing necessary documentation and responding to auditor inquiries.

Qualifications and Competencies

1. Education

  • Bachelor's degree or above in Business Administration, or related fields.

2. Experience

  • Minimum 3 years of experience in administrative support or executive assistant roles.

  • Experience in drafting speeches, meeting materials, or legal documents is a strong plus.

3. Communication Skills

  • Strong business writing and professional communication skills (verbal and written).

  • Excellent English proficiency preferred for internal and external correspondence.

4. Technical Skills

  • Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).

  • Skilled in Google Workspace (Docs, Sheets, Calendar, Drive).

  • Familiarity with AI productivity tools for streamlining reporting and documentation.

  • With Accounting background/skills

5. Time & Task Management

  • Excellent time management and multitasking abilities.

  • Able to remain calm, professional, and efficient under pressure.

6. Flexibility & Adaptability

  • Willing to work flexible hours and handle urgent or unexpected tasks when required.

  • Work Ethic & Independence

  • Well-organized, logical, and meticulous in execution.

  • Self-motivated and capable of working independently with minimal supervision.

7. Process & Compliance Awareness

  • Familiar with corporate administrative workflows, reporting processes, and documentation standards.

8. Professional Presence

  • Preferable between years old.

  • Strong interpersonal skills with excellent public relations and reception etiquette.

  • Maintains high standards of confidentiality and professionalism at all times.

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