Administrative Assistant/HR Support

To perform a variety of daily administrative duties in support of the CEO/Executive Team

Job Summary

• Ensure strict confidentiality in all personnel and management matters.
• Assist in minimizing operational risks through accurate and timely execution of administrative and HR duties.
• Support the CEO/Executive Team and HR Department in meeting company-wide goals.
• Coordinate and oversee the company’s donations including managing requests from charitable organizations, community groups, and sporting bodies.
• Maintain accurate records and budget tracking of all sponsorship/donation requests and provide updates to the CEO/Executive Team on disbursements and commitments.
• Screen visitors & telephone calls directed to the CEO/Executive Team as well as maintain appointments & schedules (internally & externally) when and if required
• Keep the CEO/Executive Team informed of any urgent matters or developments
• Draft and circulate internal communication regarding meetings, events, or general updates when needed
• Liaise with the Manager, HR, through scheduled check-ins to ensure alignment and progress on outstanding items
• Coordinate with departmental managers for any upcoming company events
• Serve as the main point of contact for external organizations seeking sponsorship or donations.
• Provide professional, confidential service to management and staff.
• Respond to confidential correspondence and routine communication on behalf of the Executive Team
• Maintain filing systems for official documents, including legal records (BIR, customs bonds, vendor contracts, etc.).
• Provide ad hoc accounting support when necessary.
• Coordinate with the Office Custodian to ensure the Board Room is operational and properly prepared for meetings
• Execute purchases for the company using the company credit card under the direction of the CEO
• Provide administrative support to the CEO/Executive Team and other departmental managers as required.
• Maintain up-to-date filing systems and documentation archives
• Ensure all sponsorships and donations are approved in accordance with budget and documented for transparency and audit purposes.
• Coordinate travel arrangements for staff, including travel allowance processing with the Accounts Department.
• Support all training and development activities, including preparation of letters, travel logistics, and seminar registration.
• Ensure staff badges and ramp passes are valid and renewed in a timely manner.
• Update the company HRIS to reflect accurate information as needed i.e. dependents, training, leave allowances, qualifications and such
• Manage the company uniform process—liaising with suppliers, sorting, and distributing uniforms for staff
• Oversee submission of Group Medical Plan documents and liaise with insurance providers regarding staff queries and updates.

Job Requirements

• Undergraduate degree in Business Administration/Communications or a related field
• HR experience &/or academically qualified to at least Diploma level in HR is considered an asset
• Formal training in Office Administration is also an asset.
• Proficient in Microsoft Office Suite Working