Administrative Assistant

Choitango Medical Solutions Enterprises; Central Visayas; On-site; PHP 268,000 - 469,000; Full time

Job summary

Choitango Medical Solutions Enterprises is seeking an Administrative Assistant – HR & Communications to provide dependable day-to-day support and coordinate essential HR activities and professional communications. You will help maintain employee records, support recruitment and lifecycle processes, and prepare timely correspondence for clients, employees, suppliers, and partners.

The role requires strong English communication, proficiency with MS Office, and excellent organizational skills to

Qualifications

• Bachelor’s degree in HRM, Business Admin, or related field preferred.
• Experience in administrative support or HR coordination preferred.
• Strong written and verbal English; Filipino or Cebuano a plus.
• Proficient with Microsoft Word, Excel, PowerPoint and email.
• Well-organised with proofreading, recordkeeping, and time management.
• Ability to manage multiple tasks with minimal supervision.
• Discreet, trustworthy and able to handle confidential information.

Responsibilities

• Manage filing systems, records, calendars, meetings, office correspondence, and routine administrative requests.
• Prepare, format, proofread, organise, and maintain company documents, reports, forms, presentations, letters, memos, notices, and email communications.
• Track assigned tasks, deadlines, follow-ups, responses, and required approvals through completion.
• Maintain office supplies and coordinate document collection, signatures, deliveries, and internal routing.
• Maintain accurate and up-to-date employee files, attendance records, leave records, and other HR documents.
• Coordinate recruitment activities, including posting vacancies, arranging interviews, and communicating with applicants.
• Assist with onboarding and offboarding by preparing forms, checklists, announcements, and related documentation.
• Track attendance, leave, schedule changes, and other information required for payroll processing.
• Coordinate employee communications, meetings, training sessions, and company activities.
• Help distribute and explain company policies, procedures, and HR forms, and route employee questions or concerns to the appropriate supervisor.
• Prepare routine communications such as quotation cover letters, acknowledgments, follow-ups, meeting notices, document requests, and internal announcements based on approved information.
• Ensure communications contain accurate company details, names, dates, references, and attachments.
• Coordinate the review and approval of sensitive, contractual, financial, or official communications before release.
• Communicate courteously with clients, suppliers, applicants, employees, and business partners.
• Support management with other reasonable administrative and HR coordination duties as assigned.

Skills

English communication

Organisational skills

Time management

Multitasking

Education

Bachelor’s degree in Human Resource Management / Business Administration

Tools

Microsoft Office

Job description

About the role

The Administrative Assistant – HR & Communications provides dependable day-to-day administrative support while coordinating essential human resources activities and professional business communications. This role helps keep employee and administrative records accurate, supports recruitment and employee lifecycle processes, and prepares clear, timely correspondence for clients, employees, suppliers, and business partners.

Key responsibilities

• Manage filing systems, records, calendars, meetings, office correspondence, and routine administrative requests.
• Prepare, format, proofread, organise, and maintain company documents, reports, forms, presentations, letters, memos, notices, and email communications.
• Track assigned tasks, deadlines, follow-ups, responses, and required approvals through completion.
• Maintain office supplies and coordinate document collection, signatures, deliveries, and internal routing.
• Maintain accurate and up-to-date employee files, attendance records, leave records, and other HR documents.
• Coordinate recruitment activities, including posting vacancies, arranging interviews, and communicating with applicants.
• Assist with onboarding and offboarding by preparing forms, checklists, announcements, and related documentation.
• Track attendance, leave, schedule changes, and other information required for payroll processing.
• Coordinate employee communications, meetings, training sessions, and company activities.
• Help distribute and explain company policies, procedures, and HR forms, and route employee questions or concerns to the appropriate supervisor.
• Prepare routine communications such as quotation cover letters, acknowledgments, follow-ups, meeting notices, document requests, and internal announcements based on approved information.
• Ensure communications contain accurate company details, names, dates, references, and attachments.
• Coordinate the review and approval of sensitive, contractual, financial, or official communications before release.
• Communicate courteously with clients, suppliers, applicants, employees, and business partners.
• Support management with other reasonable administrative and HR coordination duties as assigned.

What we're looking for

• Bachelor’s degree in Human Resource Management, Business Administration, Office Administration, or a related field is preferred; equivalent relevant experience may be considered.
• Previous experience in administrative support, HR coordination, office coordination, or business communications is preferred.
• Strong written and verbal communication skills in English; Filipino or Cebuano language skills are an advantage.
• Proficiency in Microsoft Word, Excel, PowerPoint, email, and common office tools.
• Strong organisation, proofreading, recordkeeping, follow-through, and time management skills.
• Ability to manage multiple tasks, meet deadlines, and work with minimal supervision.
• Professional, trustworthy, discreet, and comfortable handling confidential information.
• Clear communication, accuracy, sound judgement, courtesy, reliability, accountability, and the ability to coordinate with people at different levels.