Administrative Specialist

As Risk Management and Sustainability Support Supervisor, you will be responsible in providing executive support to the Office of the Risk Management and Sustainability Head, including—but not limited to—the management of administrative needs within the Unit and across the organization.

This role requires strong organizational skills, professionalism, and discretion in handling sensitive information. At times, the role is also expected to support project management, assist in decision-making, and coordinate cross-functional activities.

Calendar and Meeting Management

• Proactively manage the executive's time by prioritizing key business activities, aligning meetings with strategic objectives, and anticipating scheduling conflicts.
• Coordinate both internal and external meetings or events, ensuring all logistical details are in place (e.g., preparing materials, managing meals, and setting up rooms,).
• Organize, plan, and support executive meetings and company events, including preparing agendas, coordinating logistics, and arranging catering and room setup.
• Take minutes during meetings and track follow-up actions. Draft agendas, record decisions, and drive action item completion.

Gatekeeping & Visitor Management

• Act as the gatekeeper for the executives, managing visitor access, scheduling, and ensuring appropriate access based on meeting relevance.
• Screen phone calls, emails, and inquiries in a polite and professional manner.
• Ensure smooth visitor check-ins and transitions to scheduled meetings.

Communication & Documentation

• Serve as the primary point of contact between executives and internal/external stakeholders, managing emails, phone calls, and meeting requests.
• Screen, prioritize, and address incoming communications, summarizing non-urgent matters for later review.
• Draft, proofread, and edit emails, memos, reports, presentation decks and other communications on behalf of executives.
• Maintain an organized filing system (both digital and physical) for easy access to key information.

Travel & Logistics Coordination

• Handle all aspects of executives' travel arrangements, including flight bookings, accommodations, transportation, and itinerary preparation.
• Ensure travel plans align with company policies and minimize disruptions to the executives' schedules.
• Assist with visa applications and manage any travel-related paperwork.

Confidentiality & Discretion

• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Maintain confidentiality on internal projects, financials, and any private matters related to the executives.

Expense Management & Reporting

• Prepare and review expense reports, ensuring compliance with company policies.
• Manage financial tasks related to travel expenses, reimbursements, and other administrative costs. Process invoices and maintain timely payment schedules.

Other Duties:

• Serve as a connector between the executive and their broader team. Help foster team culture, plan off-sites, and support internal communications.
• Support team with admin services (e.g. notary of documents, receive legal billings and documents, etc.)

• Graduate of Business Management/Administration or any degree related to the department
• Minimum of 3 years of work experience, preferably those with experience in providing administrative support to executive/s or leadership roles
• Proficient in Secretarial Services, Reception Services, Expense Management, and Office Management
• Proficient in MS Office (Word, Excel, PowerPoint), with an aptitude to learn new software and systems
• Proficient in organizing and coordinating multiple projects at once 
• Maturity to handle confidential or sensitive information
• Excellent attention to detail and organizational skills
• Strong communication and interpersonal skills
• Ability to work with minimal supervision and handle confidential information
• Willing to be assigned in Ortigas, Pasig City