Admin Assistant for AVP

2 days ago

Manila, National Capital Region, Philippines Strategem Ventures Management Inc. Full time $104,000 - $130,878 per year

Executive support


• Manage the AVP's calendar, schedule meetings, prioritize requests, and prepare briefing materials.


• Coordinate domestic and international travel bookings and itineraries; prepare expense reports and reconciliations.


• Draft, proofread, and send internal and external correspondence on behalf of the AVP. Meeting and project coordination


• Prepare agendas, take and distribute meeting minutes, track action items and follow-ups.
• Maintain project trackers and ensure deadlines are met across marketing and entertainment initiatives.


• Coordinate cross-functional meetings with creative, PR, events, sales, legal, and finance teams. Concept paper approvals & permits


• Monitor concept papers to full approval; track required sign-offs and final authorization.


• Ensure all necessary permits, licenses, and approvals for campaigns, activations, productions, and events are identified, submitted, secured, and obtained.


• Prepare and submit concept paper supporting materials and permit applications; coordinate with internal legal/compliance, procurement, and external city/state agencies as needed.


• Maintain a permits and approvals calendar and centralized repository; follow up on pending applications, escalate delays, and confirm issuance and validity of permits.


• Verify permit/license conditions are incorporated into event/run-of-show plans and ensure compliance before, during, and after execution.


• Manage renewals, amendments, and final close-out documentation related to concept papers and permits. Event and production support


• Assist with planning and execution of live events, virtual events, and talent/venue logistics (vendor management, contracts, travel, accommodations, run-of-show).


• Manage event checklists, production timelines, on-site support, and post-event reconciliation.


• Budget, procurement and vendor administration


• Process purchase orders, invoices, and expense reports; track budgets and flag variances.


• Maintain vendor lists and contract files; coordinate with procurement and finance for approvals. Marketing operations & reporting


• Update CRM, asset libraries, and campaign trackers; prepare weekly/monthly performance reports and executive summaries.


• Support simple marketing asset requests and distribution (coordination with design/production teams).


• Assist with basic social media scheduling, campaign QA, and digital asset tagging as needed. Administrative systems & office management


• Maintain shared calendars, team directories, and standard operating documents.


• Onboard new team members (equipment ordering, access provisioning, orientation logistics).


• Manage office supplies and coordinate with facilities

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