ADMIN ASSISTANT

CLASSIC SLEEPCARE IT SERVICES INC.; Philippines; On-site; PHP 180,000 - 300,000; Full time

Job summary

CLASSIC SLEEPCARE IT SERVICES INC. is seeking an Administrative Assistant to provide comprehensive support to management and multiple departments.

You will coordinate schedules, prepare reports, handle communications, and assist with travel arrangements, ensuring smooth daily operations while maintaining confidentiality. The role requires strong organization, proficiency in MS Office, and excellent communication skills.

Qualifications

• Proven experience as Administrative Assistant or similar role.
• Strong MS Office skills, especially Excel and PowerPoint.
• Excellent written and verbal communication.
• Ability to manage multiple tasks with attention to detail.
• Discretion and confidentiality when handling information.

Responsibilities

• Handle day-to-day administrative tasks including filing and preparing reports.
• Coordinate appointments and manage calendars; provide scheduling support.
• Arrange business travel including flights, hotels and transportation.
• Screen and direct incoming calls to appropriate departments.
• Prepare reports, transcriptions, and presentations; maintain records.
• Welcome visitors and maintain professional communication with stakeholders.
• Provide admin support to HR, Accounting, IT and Operations.
• Support with bank transactions, permit renewals, and compliance tasks.
• Coordinate with vendors and suppliers for timely services and supplies.
• Perform ad hoc tasks as delegated by supervisor.

Skills

Office administration

Communication skills

Time management

Multitasking

Confidentiality

Problem-solving

Education

High school diploma or equivalent

Tools

Microsoft Excel

PowerPoint

Microsoft Office

Office equipment operation

Job description

About the role

We are seeking an Administrative Assistant to provide comprehensive administrative and operational support to management and multiple departments. This role will help ensure the efficient day-to-day operation of the office by coordinating schedules, managing documentation, preparing reports and presentations, supporting meetings and events, handling communications, and assisting with a range of business requirements. The position will work closely with Human Resources, Accounting, IT, and Operations while maintaining professionalism, confidentiality, and effective coordination with internal and external stakeholders.

Key responsibilities

• Handle day-to-day administrative tasks, including filing, preparing reports and presentations, setting up meetings, and monitoring and replenishing office supplies.


• Coordinate appointments, manage calendars, provide real-time scheduling support, and help prevent scheduling conflicts.


• Arrange business and personal travel, including flights, transportation, hotels, and restaurant reservations.


• Screen and manage incoming phone calls and direct callers to the appropriate department or personnel.


• Use computer applications to prepare reports, transcribe meeting minutes, create presentations, conduct research, and maintain accurate records.


• Welcome, greet, and assist visitors, clients, and guests in a courteous and professional manner.


• Maintain professional and respectful communication through phone calls, emails, correspondence, and other communication channels.


• Anticipate the needs of management, employees, clients, and visitors to support a smooth, efficient, and positive experience.


• Provide administrative support to Human Resources, Accounting, IT, Operations, and other departments as required.


• Assist with bank transactions, permit renewals, document filing, compliance-related requirements, and other administrative processes.


• Coordinate with third-party personnel, vendors, contractors, and suppliers to ensure the timely delivery of services, supplies, and other business requirements.


• Perform ad hoc tasks and special assignments as delegated by the immediate supervisor, ensuring timely and accurate completion.

What we're looking for

• Proven experience as an Administrative Assistant, Office Administrator, Executive Assistant, or in a similar administrative role.


• Knowledge of office management systems, administrative procedures, and standard office practices.


• Proficiency in using common office equipment, including printers, scanners, photocopiers, and related devices.


• Proficiency in Microsoft Office applications, particularly Microsoft Excel and PowerPoint.


• Excellent time management skills and the ability to prioritise and manage multiple tasks effectively.


• Strong attention to detail, accuracy, organisation, coordination, and problem-solving skills.


• Excellent written and verbal communication skills.


• Ability to multitask and work effectively under pressure.


• Ability to maintain confidentiality and exercise professionalism when handling sensitive information and documents.


• Proactive, dependable, and able to work independently with minimal supervision.


• Flexibility and willingness to perform ad hoc administrative tasks and support different departments as required.


• Strong interpersonal skills and the ability to communicate and coordinate effectively with employees, management, clients, vendors, and other stakeholders.