Admin Assistant

The Moment Group; Philippines; On-site; PHP 180,000 - 300,000; Full time

Job summary

The Moment Group in the Philippines is seeking an Admin Assistant to provide administrative and coordination support for daily operations. You will handle scheduling, coordinate with teams and stakeholders, maintain records, and assist with company events and activities.

The role requires strong organizational and communication skills, proficiency in Microsoft Office, and the ability to work both independently and as part of a team to keep offices running smoothly.

Qualifications

• Bachelor's degree in Business Administration or related field.
• Experience in administrative or coordination role is an advantage.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint).

Responsibilities

• Manage and coordinate scheduling and booking of meeting rooms and other facilities.
• Maintain an organized calendar and synchronize schedules with stakeholders.
• Coordinate with employees, managers, clients, candidates, suppliers and other stakeholders.
• Provide general administrative and clerical support to teams and departments.
• Prepare, organize, encode and maintain documents, reports, and records.
• Assist in materials, equipment, venues and other requirements for meetings and events.
• Assist in planning and execution of company events and on-site activities.
• Help manage registrations, attendance and logs during events.
• Monitor office supplies and coordinate replenishment.
• Follow up on pending requests with appropriate departments.
• Ensure administrative records and trackers are up-to-date.
• Handle basic correspondence and emails.
• Support various operational and administrative tasks as needed.
• Perform other duties as assigned by management.

Skills

Organizational skills

Communication skills

MS Office

Multi-tasking

Teamwork

Problem-solving

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office

Job description

Job Summary

The Admin Assistant provides administrative and coordination support to ensure the smooth and efficient day-to-day operations of the organization. The role involves handling schedules, coordinating with different teams and individuals, maintaining records and documents, and assisting with various administrative activities and company events.

Key Responsibilities

• Manage and coordinate the scheduling and booking of meeting rooms, interview rooms, and other company facilities.

• Maintain an organized calendar and ensure schedules are properly coordinated with concerned individuals.

• Coordinate with employees, managers, clients, candidates, suppliers, and other stakeholders as needed.

• Provide general administrative and clerical support to different teams and departments.

• Prepare, organize, encode, and maintain documents, reports, forms, and records.

• Assist in preparing materials, equipment, venues, and other requirements for meetings, events, and company activities.

• Assist in the planning and execution of job caravans, company events, and other on-site activities.

• Help manage registrations, attendance, documentation, and other logistical requirements during events.

• Monitor office supplies and coordinate requests or replenishment when necessary.

• Assist in making follow-ups and coordinating pending requests with the appropriate departments or individuals.

• Ensure that administrative records and trackers are kept accurate and up to date.

• Handle basic correspondence, emails, and other administrative communications.

• Provide support for various operational and administrative tasks as assigned.

• Perform other related duties and ad hoc tasks that may be required by the management.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Management, or a related field is preferred.

• Previous experience in an administrative or coordination role is an advantage.

• Proficient in Microsoft Office applications, particularly Word, Excel, and PowerPoint.

• Strong organizational and time-management skills.

• Excellent communication and interpersonal skills.

• Able to coordinate effectively with people from different departments and levels of the organization.

• Detail-oriented and capable of handling multiple tasks simultaneously.

• Good problem-solving and follow-up skills.

• Can work independently while also functioning effectively as part of a team.

• Flexible and willing to assist with various administrative and operational requirements.

• Professional, reliable, proactive, and service-oriented.