Administrative Assistant

2 days ago

Ortigas, Philippines Actionlabs IT Services Full time ₱240,000 - ₱480,000 per year

The Admin Assistant will play a crucial support role in ensuring smooth execution of marketing operations across multiple projects and global teams. This role is essential in handling administrative processes, managing vendor relationships, supporting data reporting, and coordinating key activities that allow the marketing team to focus on strategy, analysis, and execution.

Key Responsibilities

1. Agency Accreditation

  • Manage and process documentation for new agency accreditation.
  • Coordinate with internal stakeholders and external vendors to complete requirements.
  • Ensure compliance with company policies and timelines.

2. Purchase Order (PO) and Goods Receipt (GR) Processing

  • Prepare and process POs and GRs in alignment with finance procedures.
  • Monitor volume and ensure timely completion to support ongoing marketing initiatives.
  • Liaise with the finance and procurement teams for tracking and issue resolution.

3. Travel Arrangements

  • Coordinate travel bookings, including flights, accommodations, and transportation for marketing personnel.
  • Assist with visa applications and travel-related documentation.
  • Process reimbursements and maintain travel expense records.

4. Data Gathering & Report Preparation

  • Collect and consolidate marketing-related data such as sales figures, pricing, and competitor insights.
  • Prepare regular and ad hoc reports for leadership to support analysis and decision-making.
  • Ensure accuracy and timeliness of data submissions.

5. Schedule Coordination

  • Arrange and coordinate meetings with local and global teams and leaders.
  • Manage complex calendars, including cross-time-zone scheduling.
  • Ensure pre-meeting materials are prepared and distributed in advance.

Qualifications

  • Bachelor's degree in Marketing, Business Administration, Communications, or related field.
  • At least 3 years of experience in an administrative, marketing coordination, or operational support role.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent communication and stakeholder management abilities.
  • Proficiency in MS Office (Excel, PowerPoint, Word); familiarity with ERP or procurement systems is an advantage.
  • Ability to work in a fast-paced environment and manage multiple priorities simultaneously.

Key Competencies

  • Administrative efficiency
  • Stakeholder coordination
  • Data management and reporting
  • Process orientation
  • Proactive problem-solving

Job Type: Fixed term

Contract length: 12 months

Pay: Php35, Php40,000.00 per month

Experience:

  • agency acreditation: 1 year (Required)
  • Purchase Order (PO) and Goods Receipt (GR) Processing: 1 year (Required)
  • Travel Arrangements: 1 year (Required)
  • Data Gathering & Report Preparation: 1 year (Required)
  • Schedule Coordination: 1 year (Required)

Work Location: In person

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