Executive Admin Assistant (Hybrid)

Prime IT Inc; Quezon City; Hybrid; PHP 279,000 - 469,000; Full time

Benefits offered by this job

Paid Leave

HMO Benefits

SSS/PhilHealth/Pag-IBIG

Job summary

Prime IT Inc is seeking an Administrative Assistant to support the President, COO, and management team in a hybrid Manila-based role. You will manage calendars, coordinate travel, draft correspondence, and assist with administrative tasks to ensure smooth operations.

The ideal candidate has strong communication, meticulous organizational abilities, and can handle multiple priorities with initiative. A background check is required, and the position offers a stable, full-time role with

Qualifications

• Strong interpersonal skills for professional interactions with management, colleagues, clients and stakeholders.
• Initiative and accountability to own tasks and see them through to completion.
• Proficiency with standard office tools, especially MS Word, Excel and Outlook.
• Excellent verbal and written communication with active listening abilities.
• Proactive problem-solving to identify issues and implement solutions.
• Able to multitask and shift priorities in a fast-paced environment.
• Excellent time management and organizational skills to manage calendars and deadlines.
• Willingness to undergo and pass a background check.

Responsibilities

• Provide day-to-day administrative support to executives including scheduling and calendar management.
• Coordinate travel arrangements, meetings, and events, considering time zones.
• Prepare and proofread business communications and meeting notes.
• Handle general administrative duties including accounting-related tasks and recordkeeping.

Skills

Interpersonal skills

Initiative

Communication

Multitasking

Time management

Numerical aptitude

Background verification

Tools

Microsoft Word

Excel

Outlook

Job description

Shift Schedule & Work Setup:

• Eastern Timezone (Night Shift in PH)

• Hybrid Setup (3x Office, 2x WFH weekly)|Office Location: (GreatWork Studio) ABDC Building, Sct. Rallos, cor Sct. Tuason St, Diliman, Quezon City, Metro Manila

Job Summary:

We are looking for a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative support to senior management within an IT Managed Services Provider (MSP) environment.

The Administrative Assistant will report directly to the President and Chief Operating Officer (COO) and will be responsible for supporting management with day‑to‑day administrative operations, coordination, scheduling, and other business‑related tasks as needed.

This role requires someone with excellent organizational and communication skills, strong initiative, and the ability to manage multiple priorities while ensuring that administrative tasks are completed accurately and efficiently. Additional responsibilities may be assigned by management from time to time based on business needs.

Key Responsibilities:

Administrative & Management Support

• Provide day‑to‑day administrative assistance to the President, COO, and management team.

• Assist with daily time management, task coordination, and administrative priorities.

• Manage and maintain executive calendars, ensuring meetings and appointments are accurately scheduled and organized.

• Answer incoming phone calls and emails, screen inquiries when necessary, and relay detailed and accurate messages.

• Draft, prepare, and proofread business correspondence, including emails, letters, and other administrative communications.

• Attend meetings as required and prepare accurate, comprehensive meeting notes and documentation.

• Perform general administrative duties, including accounting‑related tasks, recordkeeping, and document management.

Travel & Event Coordination

• Arrange and coordinate business travel, including flight bookings, accommodation, and ground transportation.

• Consider travel durations, time zone differences, and scheduling requirements when preparing travel arrangements.

• Coordinate business events, appointments, conferences, and speaking engagements.

• Run business‑related errands as requested by management.

• Be available for occasional business travel when required.

General Administrative Support

• Handle additional administrative assignments and special requests as directed by management.

• Provide flexible administrative support to ensure the smooth day‑to‑day operations of the management team.

Skills, Knowledge, and Expertise

The ideal candidate should demonstrate the following skills and qualifications:

• Strong Interpersonal Skills: Ability to interact professionally and effectively with management, colleagues, clients, and other stakeholders.

• Initiative & Accountability: Self‑motivated, dependable, and capable of taking ownership of assigned tasks and seeing them through to completion.

• Technical Proficiency: Comfortable using standard office productivity tools and email applications, particularly Microsoft Word, Excel, and Outlook.

• Communication Skills: Excellent verbal and written communication skills, with strong active listening abilities.

• Problem‑Solving Skills: Proactive in identifying potential issues and finding practical solutions.

• Multitasking Abilities: Capable of managing multiple assignments and shifting priorities in a fast‑paced work environment.

• Time Management & Organization: Strong organizational skills, attention to detail, and the ability to manage schedules and deadlines effectively.

• Numerical Aptitude: Above‑average mathematical skills, with the ability to handle basic calculations and accounting‑related administrative tasks.

• Background Verification: Must be willing to undergo and successfully pass a background check.

Why You'll Love Working with Us:

• Prime Office LocationConvenient location with easy access to public transportation, dining, and nearby establishments.

• Modern WorkspaceEnjoy a comfortable, well‑equipped office with modern amenities.

• Paid LeaveTake time off to recharge, starting upon regularization.

• HMO BenefitsComprehensive healthcare coverage as soon as you're regularized.

• Government-Mandated BenefitsAll statutory benefits such as SSS, PhilHealth, and Pag-IBIG are fully provided.

• Fun & Collaborative CultureBe part of a dynamic team that values creativity, innovation, and teamwork.

NOTE:

This is a full-time employment position and NOT an Independent Contractor arrangement. It comes with government‑mandated contributions and benefits.

A background check is part of our hiring process and will be completed before moving to the job offer stage. We kindly ask applicants to have the necessary details ready in advance to keep things smooth and hassle‑free.