Administrative Specialist

Hammerjack Pty Ltd; Philippines; On-site; PHP 300,000 - 500,000; Full time

Job summary

DSV – Global transport and logistics is seeking an Administrative Specialist to provide comprehensive executive support to the Managing Director and the broader business. The role combines administrative expertise with selective executive duties, ensuring efficient office management and polished communications.

You will coordinate schedules, manage confidential information, support internal communications, and assist with special projects and events while maintaining high discretion and

Qualifications

• Bachelor's degree in Business Administration, Management, or related field.
• Minimum of 5 years of experience in administrative/office management or similar role.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Ability to work independently, prioritize tasks, and meet deadlines.
• High level of professionalism, integrity, and confidentiality.

Responsibilities

• Provide day-to-day administrative support to the MD and leadership team.
• Manage correspondence and inquiries in a timely manner.
• Prepare, edit, and format reports, presentations, and documents.
• Maintain filing systems and confidential records.
• Coordinate vendor relations and facility support.
• Manage MD's calendar and travel arrangements.
• Coordinate domestic and international travel and itineraries.
• Prepare meeting agendas and briefing materials.
• Support internal communications and company announcements.
• Coordinate leadership meetings and town halls.
• Assist in planning special projects and events.
• Support budget tracking, invoicing and expenses.

Skills

Executive support

Scheduling

Communication

Office coordination

Education

Bachelor's degree in Business Administration/Management

Tools

Microsoft Office

Outlook

Word

Excel

Job description

Job Req Number: 125662

Time Type: Full Time

Job Summary:

The Administrative Specialist provides comprehensive administrative support to the Managing Director and the wider business. This role is responsible for ensuring efficient office management, coordinating executive schedules, handling confidential information, supporting internal communications, and assisting with special projects and events. The position combines strong administrative expertise with selected executive support responsibilities.

Job Responsibilities:

• Provide day-to-day administrative support to the Managing Director and leadership team.
• Manage correspondence, emails, and incoming inquiries in a professional and timely manner.
• Prepare, edit, and format reports, presentations, business documents, and meeting materials.
• Maintain and organize filing systems, records, and confidential documentation.
• Coordinate vendor relationships to ensure timely maintenance services and effective facility support.
• Assist in developing and maintaining administrative procedures and policies.
• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Coordinate domestic and international travel, including flights, accommodations, transportation, and itinerary preparation.
• Screen and prioritize meeting requests and communications on behalf of the Managing Director.
• Prepare meeting agendas, presentation materials, and briefing documents.
• Support internal communication initiatives and company announcements.
• Coordinate leadership meetings, town halls, and management events.
• Facilitate communication between departments and ensure information is accurately disseminated.
• Assist in the planning, coordination, and execution of special projects and business initiatives.
• Support budget tracking, invoice processing, and expense management.
• Handle sensitive and confidential information with the highest level of discretion and professionalism.
• Ensure compliance with company policies, procedures, and data privacy requirements.
• Maintain accurate records and documentation for audit and compliance purposes.

Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum of 5 years of experience in an administrative, office management, or similar support role.
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to work independently, prioritize tasks, and manage competing deadlines.
• High level of professionalism, integrity, and confidentiality.

DSV – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let's grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you.

At DSV, performance is in our DNA. We don't just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company – this is the place to be.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.