ADMINISTRATIVE ASSISTANT

chiryuko Japanese Training Center; Las Piñas; On-site; PHP 201,000 - 268,000; Full time

Job summary

chiryuko Japanese Training Center in Las Piñas, Philippines, is seeking an Administrative Assistant to support daily operations and ensure smooth office workflows. You will manage calendars, prepare documents, coordinate with staff and stakeholders, and maintain confidential records with accuracy and discretion.

This role offers a full-time on-site position within a busy educational environment, with opportunities to help streamline processes and support school administration.

Responsibilities

• Manage schedules, appointments, meetings, reminders, instructions, and follow-ups.
• Maintain calendar of deadlines, submissions, meetings, and school activities.
• Prepare documents, information, and materials required for meetings and official transactions.
• Record instructions accurately, monitor their status, and provide timely progress reports.
• Immediately report significant concerns, delays, missed deadlines, and unresolved matters.
• Maintain a master list of pending tasks, assigned persons, deadlines, and status updates.
• Monitor school, student, staff, agency, supplier, and government administrative requirements.
• Coordinate and follow up professionally with staff regarding assigned administrative matters.
• Close tasks only after confirming that all requirements are completed, reported, and documented.
• Prepare and organize letters, reports, forms, contracts, memoranda, notices, meeting minutes, and other official documents.
• Proofread names, dates, figures, content, and attachments before submission or release.
• Maintain accurate, secure, and organized physical and digital filing systems.
• Monitor missing, incomplete, expired, or overdue documents and obtain the required updates.
• Record the receipt, release, borrowing, return, and authorized disposal of important records.
• Handle authorized calls, emails, messages, inquiries, and correspondence professionally.
• Record important messages accurately and route them to the proper person without unnecessary delay.
• Coordinate with students, parents, teachers, staff, clients, agencies, suppliers, and visitors.
• Refer complaints, legal matters, sensitive information, and financial concerns to the School President.
• Assist in maintaining employee files, requirements, attendance, schedules, leave records, notices, and administrative reports.
• Assist with employee onboarding, orientation, acknowledgment forms, and clearance documentation.
• Maintain strict confidentiality regarding salaries, disciplinary matters, evaluations, medical information, and personal records.
• Refrain from making hiring, salary, disciplinary, or termination decisions unless expressly authorized.
• Assist in maintaining student records, class lists, schedules, attendance, and administrative requirements.
• Coordinate student concerns with the appropriate teacher, officer, or department.
• Support enrollment, orientations, examinations, school activities, training completion, and graduation documentation.
• Protect confidential academic, financial, disciplinary, medical, and personal student information.
• Prepare monitoring sheets, trackers, data entries, and daily, weekly, or monthly administrative reports as assigned.
• Assist with meetings, orientations, seminars, graduations, school activities, and Company events.
• Take accurate meeting minutes, record decisions and deadlines, and monitor assigned action items.
• Monitor office supplies, forms, equipment, deliveries, and approved supplier concerns.
• Establish, maintain, and continuously improve a proper administrative documentation flow, including the receiving, checking, recording, routing, monitoring, filing, retrieval, archiving, and authorized release of documents.
• Create, document, organize, maintain, and regularly update the Company's Standard Operating Procedure (SOP) files, forms, checklists, templates, and workflow guides. All SOPs must be reviewed and approved by the School President before implementation or distribution.
• Perform other reasonable, lawful, safe, and work-related duties assigned by the School President in support of the Company's operations.

Job description

The Administrative Assistant shall perform the following duties and responsibilities:

• Manage and monitor schedules, appointments, meetings, reminders, instructions, and follow-ups.
• Maintain an updated calendar of deadlines, submissions, meetings, and important school activities.
• Prepare documents, information, and materials required for meetings and official transactions.
• Record instructions accurately, monitor their status, and provide timely progress reports.
• Immediately report significant concerns, delays, missed deadlines, and unresolved matters.
• Maintain a master list of pending tasks, assigned persons, deadlines, and status updates.
• Monitor school, student, staff, agency, supplier, and government administrative requirements.
• Coordinate and follow up professionally with staff regarding assigned administrative matters.
• Close tasks only after confirming that all requirements are completed, reported, and documented.
• Prepare and organize letters, reports, forms, contracts, memoranda, notices, meeting minutes, and other official documents.
• Proofread names, dates, figures, content, and attachments before submission or release.
• Maintain accurate, secure, and organized physical and digital filing systems.
• Monitor missing, incomplete, expired, or overdue documents and obtain the required updates.
• Record the receipt, release, borrowing, return, and authorized disposal of important records.
• Handle authorized calls, emails, messages, inquiries, and correspondence professionally.
• Record important messages accurately and route them to the proper person without unnecessary delay.
• Coordinate with students, parents, teachers, staff, clients, agencies, suppliers, and visitors.
• Refer complaints, legal matters, sensitive information, and financial concerns to the School President.
• Assist in maintaining employee files, requirements, attendance, schedules, leave records, notices, and administrative reports.
• Assist with employee onboarding, orientation, acknowledgment forms, and clearance documentation.
• Maintain strict confidentiality regarding salaries, disciplinary matters, evaluations, medical information, and personal records.
• Refrain from making hiring, salary, disciplinary, or termination decisions unless expressly authorized.
• Assist in maintaining student records, class lists, schedules, attendance, and administrative requirements.
• Coordinate student concerns with the appropriate teacher, officer, or department.
• Support enrollment, orientations, examinations, school activities, training completion, and graduation documentation.
• Protect confidential academic, financial, disciplinary, medical, and personal student information.
• Prepare monitoring sheets, trackers, data entries, and daily, weekly, or monthly administrative reports as assigned.
• Assist with meetings, orientations, seminars, graduations, school activities, and Company events.
• Take accurate meeting minutes, record decisions and deadlines, and monitor assigned action items.
• Monitor office supplies, forms, equipment, deliveries, and approved supplier concerns.
• Establish, maintain, and continuously improve a proper administrative documentation flow, including the receiving, checking, recording, routing, monitoring, filing, retrieval, archiving, and authorized release of documents.
• Create, document, organize, maintain, and regularly update the Company's Standard Operating Procedure (SOP) files, forms, checklists, templates, and workflow guides. All SOPs must be reviewed and approved by the School President before implementation or distribution.
• Perform other reasonable, lawful, safe, and work-related duties assigned by the School President in support of the Company's operations.

The Employee must perform all responsibilities accurately, promptly, professionally, and with initiative. Important concerns, errors, incomplete requirements, missing documents, and possible delays must be reported immediately to the School President.