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Key Areas of Responsibilities:
Business Permits and Compliance:
- Process and manage business permits, ensuring timely renewals and compliance.
- Assist the Data Privacy Officer in maintaining data privacy compliance in accordance with Philippine regulations.
- Responsible for the end-to-end processing of visas as requested by the department. This includes ensuring compliance with relevant regulations and overseeing all associated matters to guarantee a seamless and compliant visa application process.
Office Maintenance, Culture, and Administration:
- Oversee day-to-day office upkeep and maintenance.
- Maintain and look for ways to improve office culture and energy
- Engage and connect with those in the office building connection and improving connectivity.
- Manage corporate credit card transactions, monitoring expenses, and tagging appropriately.
- Handle procurement of assets, including vendor selection and negotiation.
- Manage vendor invoices, and payments, and reconcile accounting records.
- Coordinate utilities handling, office supplies management, and logistics
- Participate in exploring office spaces or properties for the company, ensuring alignment with the organization's needs and future growth plans
Corporate Record Keeping and Executive Support:
- Maintain corporate records and assist in drafting corporate communications.
- Serve as the Executive Secretary, providing administrative support to Executives.
- Assist with human resource functions, including recruitment, government registration, and remittances.
- In close collaboration with the Corporate Secretary, provide invaluable support in maintaining the corporation's books and ledgers, crafting the General Information Sheet, preparing board resolutions, documenting minutes of meetings, and managing secretary certificates with precision and attention to detail.
Meeting and Event Coordination:
- Organize, schedule, and track meetings, appointments, and events.
- Take accurate and comprehensive meeting notes.
- Coordinate travel arrangements and accommodation.
- Respond to communications via various mediums.
General Administrative Support:
- Manage contact lists and calendars for multiple departments.
- Collate, sort, distribute, and send mail.
- Create and maintain electronic and physical filing systems.
- Welcome visitors to the office and direct them appropriately.
- Assist with daily time management.
- Conduct thorough and efficient research to support various administrative tasks and decision-making processes
- Offer assistance and support to directors and stakeholders in managing their personal matters with a focus on confidentiality, efficiency, and meticulous attention to their individual needs.
Qualifications and Experience:
- Bachelor's degree in any course.
- At least a year of experience as an Administrative Assistant or in a similar role.
- Proficient verbal and written English communication
- Proficiency in Google Workspace or Microsoft Office applications
- High level of discretion and ability to handle confidential information with utmost sensitivity.
- Strong problem-solving skills with a proactive and resourceful mindset.
- Excellent interpersonal skills to foster positive relationships within and outside the organization.
- Proactive and self-motivated, with a strong sense of initiative.
- Excellent time management skills and ability to prioritize tasks effectively.
- Knowledge of business permit processing, data privacy regulations, and visa processing is advantageous.
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