Executive Assistant and Admin Officer

The Executive Assistant and Administration Officer provides executive, administrative, and operational support to Management by managing the day-to-day office administration, coordinating compliance requirements, assisting with payroll and human resource functions, and ensuring efficient document management.

Responsibilities

A. Executive Assistance

1. Provide direct administrative and clerical support to executives and management.
2. Manage schedules, appointments, meetings, reminders, and follow-up activities.
3. Prepare and organize documents for review, approval, signature, submission, and filing.
4. Coordinate meetings, prepare meeting materials, take minutes, and monitor action items.
5. Arrange travel, accommodation, transportation, and itinerary when required.

B. HR Support Functions

1. Assist in recruitment activities, including job posting, applicant coordination, interview scheduling, and communication with candidates.
2. Support onboarding and employee administration, including preparation of employment documents, orientation materials, attendance and leave records, and employee clearances.
3. Maintain HR records and provide general HR support, including updating employee files, preparing HR documents and reports, and assisting in employee-related activities.

C. Admin Functions

1. In-charge of daily office administration, coordination, and document management.
2. Monitor office supplies, administrative requests, company forms, and coordinate with suppliers, service providers, and other external parties.
3. Assist with visitors, meetings, deliveries, and help maintain an organized, orderly, and efficient office.
4. /Process payroll accurately and on time

D. Compliance Functions

1. Prepare, organize, and maintain compliance documents, permits, licenses, contracts, and company records.
2. Process, monitor, and track permits, registrations, renewals, and other regulatory requirements, including compliance deadlines.
3. Coordinate with government agencies and external parties, prepare compliance reports and checklists, and provide status updates to management.
4. Monitor business permits, SEC filings, and LGU renewals

Qualifications

• With at least 4 to 5 years of experience as an Executive Assistant, Administrative Assistant, HR Assistant, Compliance Assistant, Secretary, or related role.
• Experience in HR, administration, compliance documentation, government transactions, or executive support is an advantage.
• Knowledge in online meeting platforms, digital filing systems, and basic office documentation tools is an advantage.
• Proficient in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• With good written and verbal communication skills.
• Organized, detail-oriented, and has good time management skills, with the ability to handle multiple tasks, priorities, and deadlines.
• Trustworthy and discreet in handling confidential company, employee, and management information.
• Able to work under pressure and in a high-stress environment, especially during urgent executive, HR, admin, or compliance requirements.
• Willing to work on-site in Makati and travel to Leyte when required