Corporate Planning Support Specialist

This position is responsible for the effective and efficient delivery of Corporate Planning's administrative and secretarial needs so that Corporate Planning Head can focus on his/her executive leadership and management responsibilities. The position also provides assistance to the different groups in Corplan, namely, Investment Analysis, Strategic Planning, Portfolio Project Management and Strategic Investment Management as well as provides administrative support related to project governance.

Major Responsibilities:

EXECUTIVE SUPPORT TO CORPORATE PLANNING HEAD

1. Handles and/or performs the following for the Corporate Planning Head:

· Proper scheduling of meetings/appointments;

· Record keeping;

· Receiving and sorting of incoming documents and parcels;

· Preparing of reimbursements;

· Monitor expenses and prepare weekly, monthly or quarterly accounting reports

· Act as an office manager by keeping up with office supply inventory

· Take minutes during meetings

· Organize and file important contracts and other documents

2. Liaises between Corporate Planning and other Corporate departments through dissemination of documents,

instructions, and information as needed/instructed;

3. Prepares the necessary documents and files for the monthly Management Committee (ManCom) meeting or

Execom meeting;

4. Prepares yearly budget for Corporate Planning Department;

5. Prepares Annual Plans and entry in EM Pro;

6. Monitoring of Corplan's progress via EM Pro for updating and escalation.

ADMINISTRATIVE SUPPORT TO GROUPS IN CORPLAN

1. Performs the following in relation to payment facilitation and monitoring:

· Reviews billings, ensures necessary PR per activity, and prepares accounts payable vouchers and

attachments for third party agency payments

· Reviews contract and prepares accounts payable vouchers and attachments for accounts

2. Handles the following administrative tasks for the groups:

· Assists in gathering data and consolidates project monitoring reports

· Reservation of meeting rooms

· Checking of accuracy of cash voucher data and details that are for monthly reimbursement

· Filing of gas allowance for Senior Managers and up

· Booking of tickets

· Filing of Travel Authorization form

3. Performs training-related activities and logistics such as but not limited to:

· Training venue selection and booking

· Training materials preparation and reproduction

· Budget requisition and payment

· Post-training related reports consolidation and analysis

ADMINISTRATIVE SUPPORT FOR PROJECT GOVERNANCE

1. Performs the following in relation to system maintenance and administration

· Grants/revokes access to Project Online system

· First level support for users encountering access issues to Project Online

· Secure copies of approved PDF versions of project docs (ABP Summary report, TPOP, Project closure

report)

2. Handles the following administrative tasks for the groups:

· Documents Repository and Library Maintenance

· Creates reminders for different submission deadlines (PSR, quality reviews, stage gates)

· Consolidation of PSRs into final dashboard for submission to management

3. Performs training-related and stage-gate related activities and logistics such as but not limited to:

· Training venue selection and booking

· Training materials preparation and reproduction

· Budget requisition (advances) and payment settlement and related liquidation or reimbursements

· Post-training related reports consolidation and analysis

• Graduate of Business Administration or any related course
• With at least 3 years of related work experience, preferably has worked as an Executive Assistant
• With proficient skills in Secretarial Services, People & Resources Coordination, and Report Generation & Proficient in Reception Services, Records Management, Business Writing, and Office Management 
• Proficient in various software application and platforms, e.g., Microsoft Office, Adobe Acrobat, other communication tools/social media platforms 
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
• Strong interpersonal skills and stakeholder management 
• High level of resourcefulness 
• Proven ability to handle confidential information with discretion 
• Strong written and verbal communication skills
• Amenable to work at Ortigas Pasig in a hybrid work arrangement
• Open to a project-based contract until September 2025.