Admin Assistant

Capital One Philippines Support Services Corp.; Muntinlupa; Hybrid; PHP 240,000 - 360,000; Full time

Job summary

Capital One Philippines Support Services Corp. is seeking an Administrative Assistant to manage multiple executives’ calendars, coordinate travel, and maintain confidential records in a hybrid setting. The role requires a college degree and 2–3 years of senior-executive support experience.

You will prepare professional communications and help drive team events and onboarding tasks. The ideal candidate will be highly organized, detail-oriented, and able to work independently while collaborating

Qualifications

• College degree, preferably in Business Management.
• 2-3 years experience in an executive assistant role supporting a senior executive.
• Proficient in MS Office Suite and Google products; strong written and verbal communication.
• Ability to work independently and collaboratively in a remote/hybrid setting.
• High attention to detail and accuracy; strong data gathering and follow-ups.

Responsibilities

• Managing daily calendars for multiple executives with prioritization.
• Coordinating travel and major meetings for executives and liaising with vendors.
• Maintaining confidential records and meeting documentation.
• Driving team activities and events and managing supplies.
• Handling general admin tasks and preparing professional communications.
• Building relationships across the organization and supporting a positive work environment.
• May be rotated across functions; perform other duties as needed.

Skills

Strong organizational skills

Time management

Excellent written and verbal comms

MS Office Suite

Google Workspace

Independent and collaborative work

Interpersonal skills

Attention to detail

Education

College degree in Business Management

Tools

MS Office Suite

Google Workspace

Job description

Summary:

• To perform general office support and clerical duties following established procedures and detailed travel arrangements, create expense reports and disseminate information. As a team ambassador, you are proficient in writing and proof-reading with impeccable grammar and composition. In the assigned function, the Administrative Assistant performs an array of administrative functions critical to running an organization efficiently. You will strategically manage executives' complex schedules through prioritization and organization, as well as handle

• You will partner with multiple executives to handle administrative tasks ensuring they are able to spend their time, focus, and energy on highest priority to support the organization’s strategy and goals. A quick thinker, your flexibility and adaptability are key to constantly changing demands and priorities. An Admin Assistant is expected to be resourceful and autonomous when taking on new tasks and projects relying on problem-solving skills to make it all work! As the gatekeeper and extension of your executive leaders, you will frequently find yourself in the center of everything that happens on the team. You are extremely pivotal to the success of a well-run, efficient, productive and happy team.

General Responsibilities:

• Managing daily calendars for multiple executives, demonstrating flexibility and problem-solving abilities to adjust or prioritize schedules based on last minute changes.-

• Coordinates travel and major meeting schedules for the Director and/or the function by preparing itineraries and liaises with Shared Services for hotel, airline, and ground transportation arrangements, as well as on and off-site venue/logistics requirements

• Establishes and maintains record-keeping systems, especially for confidential files such as legal documents, personnel files, and meeting documentation

• Drive key team activities and events (such as all-hands meetings, team meetings, conferences, ordering supplies and social events

• Performs other general administrative responsibilities, distributing mail, ad-hoc projects such as coordination for functional on-boarding and request for supplies / repairs

• Prepares professional business communication documents that his/her leader may need assistance with (email communications, internal team announcements, minutes)

• Builds a good understanding of the organizational context and maintains good business relationships with executives and administrative staff across the organizations

• Promotes and supports a fun and team-oriented work environment

• May be assigned / rotated across functions

• Other job-related duties that may be assigned from time to time

Basic Qualifications:

• Educational Background: College degree, preferably in Business Management

• Professional Experience: 2-3 year work experience, preferably in an executive assistant role supporting a senior executive

• Skills Required:

  • Strong organizational and time management skills
  • Excellent written and verbal communication abilities.
  • Proficient in MS Office Suite (Word, Excel, PowerPoint, Outlook) and Google Products.
  • Ability to work independently and collaboratively in a remote setting.
  • Interpersonal skills – Can independently handle both oral and written business correspondences for regular information/data gathering and follow-ups
  • High attention to detail and accuracy.

• Amenable to working in a hybrid setup on a midshift schedule

Preferred Qualifications:

• At least 1 year experience working in a BPO Contact Center environment