Admin Assistant

Philippine Society of Hypertension; Metro Manila; On-site; PHP 223,000 - 391,000; Full time

Job summary

Philippine Society of Hypertension seeks a highly organized Administrative Assistant to support daily operations, records management, procurement, membership services, communications, events, trainings, and workshops. The successful candidate will help ensure accurate documentation and efficient organization-wide processes.

The role requires meticulous attention to detail, strong MS Office skills, and the ability to coordinate with staff and external partners, members, sponsors, and event

Qualifications

• Bachelor's degree preferred in business/administration or related field.
• Experience in administrative/clerical roles is advantageous.
• Strong organizational and time-management abilities.
• Excellent attention to detail and accuracy in records handling.
• Good written and verbal communication skills.
• Proficiency with MS Office applications (Word, Excel, PowerPoint).
• Comfort with email, online platforms, spreadsheets, and standard office tools.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills for coordinating with stakeholders.
• Ability to multitask and meet deadlines in a fast-paced environment.

Responsibilities

• Provide day-to-day administrative and clerical support to the organization.
• Handle inquiries and correspondence, and manage administrative communications.
• Maintain and update organizational, membership, financial, and administrative records.
• Prepare, file, and monitor reports and office documents.
• Coordinate with banks, suppliers, government agencies, members, sponsors, and stakeholders.
• Assist in procuring office and event supplies and monitor inventory.
• Coordinate office maintenance, deliveries, and messenger services.
• Plan and coordinate meetings, trainings, workshops, conferences, and events.
• Prepare and distribute invitations, announcements, reminders, attendance confirmations, and event materials.
• Process membership requests, including certificates and annual dues.

Skills

Organizational skills

Time management

Attention to detail

Written communication

Verbal communication

Interpersonal skills

Education

Bachelor's degree in Business Administration / Office Administration / Management

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

About the role

We are looking for a highly organized, detail-oriented, and reliable Administrative Assistant to provide comprehensive administrative and operational support to the organization. The position will assist in daily office operations, financial and administrative documentation, procurement, membership services, communications, events, trainings, workshops, and other organizational activities. The successful candidate should be able to manage multiple tasks efficiently, coordinate with internal staff and external stakeholders, maintain accurate records, and provide professional and timely assistance to members, partners, suppliers, and event participants.

Key responsibilities

• Provide day-to-day administrative and clerical support to the organization and its staff.
• Handle incoming phone calls, inquiries, correspondence, and other administrative communications.
• Maintain and update organizational, membership, financial, and administrative records.
• Assist in the preparation, filing, and monitoring of reports, documents, forms, and other office records.
• Coordinate with banks, suppliers, government agencies, members, sponsors, and other stakeholders as needed.
• Assist in purchasing office, housekeeping, and event supplies and monitor inventory to ensure availability.
• Coordinate office maintenance, repairs, housekeeping, deliveries, and messenger services.
• Assist in the planning and logistical coordination of meetings, trainings, workshops, conferences, and other organizational events.
• Prepare and distribute invitations, announcements, reminders, attendance confirmations, and event materials.
• Process membership requests, including certificates, membership records, annual dues, and other member inquiries.

About you

• Bachelor's degree in Business Administration, Office Administration, Management, or a related field preferred.
• Previous experience in administrative, office, secretarial, or coordination work is an advantage.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy in handling documents and records.
• Good written and verbal communication skills.
• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.
• Comfortable using email, online platforms, spreadsheets, and other office productivity tools.
• Able to handle confidential information with professionalism and discretion.
• Strong interpersonal skills and ability to coordinate effectively with different individuals and organizations.
• Ability to multitask, prioritize responsibilities, and work under deadlines.