Admin Assistant

KEY RESPONSIBILITIES

• Administrative Support and Task Management: Provide day-to-day administrative support to managers and staff across the company. Manage a varied, shifting workload, prioritize requests from multiple people, and proactively resolve scheduling conflicts, logistical challenges, and documentation gaps.
• Calendar Management and Scheduling: Manage and coordinate calendars, appointments, meetings, and deadlines. Schedule internal and external meetings, send invites and reminders, and keep calendars accurate and up to date. Coordinate travel arrangements when needed.
• Communication and Correspondence: Communicate clearly and professionally in English, verbally and in writing, with employees, clients, vendors, consultants, and other stakeholders. Draft, proofread, and manage emails, letters, and other correspondence, and monitor shared inboxes as assigned.
• Presentations and Document Preparation: Create and format PowerPoint presentations, reports, agendas, notices, spreadsheets, and meeting materials. Take meeting minutes, track follow-up action items, and create, distribute, organize, and file electronic documents.
• Contracts and Business Documentation: Assist with organizing, tracking, and administering contracts, agreements, and other business documents. Check documents for accuracy, completeness, deadlines, required signatures, and follow-up items.
• Accounting and Financial Administration: Support invoicing, expense documentation, reconciliations, cost tracking, and reporting. Maintain accurate financial records as requested.
• Data Entry and Records Management: Keep databases, trackers, contact lists, and digital filing systems organized, current, and easy to navigate.
• Research and Coordination: Research and coordinate vendors, services, events, supplies, and other resources as needed.
• Independent Follow-Through: Complete assignments without continuous direction, and report status, questions, concerns, and outstanding items promptly.
• Systems and Tools: Use Microsoft Office (Outlook, Word, Excel, and PowerPoint) proficiently, and learn additional tools, technologies, and company systems.
• Confidentiality and Professionalism: Handle company information with discretion and maintain an organized, efficient remote work environment.

Requirements

CANDIDATE PROFILE

• Minimum of three (3) years of experience as an administrative assistant, virtual assistant, executive assistant, office administrator, or in accounting, legal, or related administration.
• Excellent verbal and written English communication skills; fluent, well-spoken, and confident with employees, managers, clients, and vendors.
• Versatile and adaptable, comfortable switching between different types of tasks and supporting multiple people at once.
• Strong calendar management and scheduling skills, including coordinating meetings across multiple time zones.
• Proficiency in Microsoft Office, especially PowerPoint, Word, Excel, and Outlook, and comfort learning new software, systems, and processes.
• Experience working with contracts, agreements, legal documents, or similar business documentation.
• Accounting, bookkeeping, or financial administration experience, with a strong grasp of basic accounting principles.
• Exceptional organizational and time-management skills, including deadline tracking and managing competing priorities.
• Proven discretion in handling sensitive, confidential, legal, and financial information.
• Strong attention to detail when preparing and reviewing documents and communications.
• Ability to work independently, exercise sound judgment, and proactively raise questions or concerns.

PREFERRED QUALIFICATIONS

• Prior experience as a remote administrative or virtual assistant supporting multiple team members or departments.
• Experience with Google Workspace, project management tools, or scheduling platforms is a plus.
• Experience in construction, real estate, or a related industry is an advantage.

Benefits

• Free lunch meal, fruits, snacks, and drinks
• Onsite gym with a free professional instructor
• Weekly fitness activity and an annual fitness challenge where you can win up to 70,000 PHP
• Weekly engagement activities with prizes that are up to 3,000 PHP
• Free upskilling academy to improve your performance and skillset
• State-of-the-art facilities from toilets to your workstation
• Amenities such as sleeping quarters, game area, chat room, shower room