Administrative Assistant I

Ipophil; Metro Manila; On-site; PHP 208,000 - 249,000; Full time

Job summary

IPOPHL in Manila is seeking a dedicated Administrative Assistant to provide comprehensive executive support to the FMAS Office. The role involves calendar management, meetings coordination, records handling, and preparation of official documents for the Assistant Director.

You will assist in procurement coordination, budget monitoring, liquidation, and ensure compliance with COA, DBM, and IPOPHL regulations while maintaining confidentiality and professional discretion.

Qualifications

• Education: two-year college or Grade 12/Senior HS. (as of prior to 2018 / 2016 start)
• Eligibility: CS Sub Professional / 1st level eligibility
• Experience: None required

Responsibilities

• Provides comprehensive administrative and secretarial support to the Assistant Director and manages daily activities.
• Maintains calendar, schedule meetings, coordinates logistics, and supports documentation.
• Prepares reports, correspondence, and presentations for executive offices with attention to confidentiality.
• Manages records, filing, and digital archiving with compliant handling of sensitive information.
• Coordinates with internal units and external stakeholders to ensure smooth information flow and timely execution.

Skills

Professionalism

Discretion

Organization

Stakeholder coordination

Adaptability

Education

Two-year college

Tools

Word

Excel

PowerPoint

Job description

Place of Assignment: Financial Management and Administrative Services (Office of the FMAS Assistant Director)

Salary Grade: SG 4 | Php 20,482

Appointment: Permanent

Qualification Standards

Education: Completion of two-year studies in college (prior to 2018) or completion of Grade 12/Senior HS (starting 2016)

Training: None required

Experience: None required

Eligibility: CS Sub Professional/ 1st level eligibility

Competency

1. Maintains professionalism, discretion, and integrity in handling sensitive information and executive-level matters.
2. Demonstrates organization, attention to detail, and ability to prioritize multiple administrative tasks effectively.
3. Supports efficient workflow and decision-making by monitoring deadlines, commitments, and action items arising from meetings, directives, and communications.
4. Contributes to a collaborative and high-performing office environment by coordinating with internal units and external stakeholders.
5. Exhibits adaptability and learning agility to embrace evolving office processes, digital tools, and administrative innovations.

Technical / Functional Expertise

1. Skilled in administrative and secretarial support, including calendar management, meeting coordination, and preparation of reports, correspondence, and presentations for executive offices.
2. Proficient in records management, filing, document control, and digital archiving, ensuring accurate tracking, retrieval, and compliance with confidentiality, data privacy, and archival standards.
3. Capable of supporting operational functions such as logistics, procurement coordination, budget monitoring, and liquidation, adhering to COA, DBM, and IPOPHL regulations.
4. Proficient in office productivity software (Word, Excel, PowerPoint, and other relevant tools) for reporting, data management, and communications.
5. Knowledgeable in internal and external communication protocols, including coordination with government agencies, private sector partners, and creative industries.

Residency Requirement

Preferably resident within Metro Manila or within commuting distance to the IPOPHL Main Office to ensure reliable, timely, and consistent support for the Office of the FMAS Assistant Director.

Duties and Responsibilities

1. Provides comprehensive administrative and secretarial support to the Assistant Director, ensuring the smooth and efficient management of daily activities, priorities, and commitments.
2. Assists in day-to-day operations, including record keeping, logistics, procurement coordination, budget monitoring, and liquidation in compliance with COA, DBM, and IPOPHL rules and regulations.
3. Manages the Assistant Director’s calendar, appointments, meetings, and official engagements, including scheduling, coordination, and follow-up actions to ensure timely execution of decisions and directives.
4. Serves as the primary custodian of the Assistant Director’s records and documents, maintaining proper filing, tracking, retrieval, and compliance with records management and confidentiality requirements.
5. Prepares, drafts, formats, encodes, and proofreads correspondence, memoranda, reports, presentations, and other official documents for the Assistant Director’s review and signature.
6. Handles incoming and outgoing communications, including emails, phone calls, and official documents, ensuring appropriate routing, prioritization, and follow-through.
7. Prepares and disseminates communications to internal and external stakeholders, maintaining active coordination with partners and managing the directory of contacts within the government, private sector, and creative industries.
8. Performs hands-on computer-based tasks using office productivity tools (word processing, spreadsheets, presentations, and databases) to support reporting, coordination, and information management.
9. Prepares minutes of meetings, terminal reports, and other documentation necessary to ensure the proper recording, follow-up, and smooth execution of the Office’s programs, activities, and projects.
10. Coordinates with internal units, bureaus, and external stakeholders on behalf of the Assistant Director to facilitate information flow, meeting arrangements, and administrative requirements.
11. Assists in monitoring deadlines, commitments, and action items arising from meetings, directives, and official communications to support the Assistant Director’s effective decision-making and oversight.
12. Maintains professionalism, discretion, and confidentiality in handling sensitive information and executive-level matters.
13. Performs other administrative and support functions as may be assigned to ensure the smooth and efficient operation of the Office of the Assistant Director and the effective delivery of its mandate.