Executive Personal Secretary & Admin Coordinator

CollegeSearch; Hinoba-an; On-site; PHP 279,000 - 357,000; Full time

Job summary

CollegeSearch is seeking an organized Administrative Coordinator in Hinoba-an, Negros Occidental, Philippines to support day-to-day operations. The role involves taking meeting minutes, drafting and organizing documents, and maintaining Excel updates, while handling English communications both spoken and written.

The successful candidate will manage data entry, generate reports, schedule meetings, coordinate travel itineraries, and assist with travel and expense documentation.

Responsibilities

• Administrative Tasks: Take meeting minutes and maintain updates on Excel; handle English communication, both verbal and written; draft, organize, and manage documents including letters, memos, and presentations; coordinate between teams, track project progress, and update stakeholders.
• Database & Calendar Management: Input and maintain data in company systems; generate required reports; manage scheduling, including setting, rescheduling, and canceling meetings; send appointment reminders and coordinate travel itineraries.
• Travel & Expense Coordination: Handle bookings for flights, hotels, and other transportation; assist with visa and related travel documentation; track and reconcile expenses, prepare reports, and process reimbursements.
• Personal Errands (if applicable): Run errands such as shopping and making appointments; coordinate personal and family events.
• Communication Management: Prioritize and sort emails, respond to routine correspondence; screen and route calls, and transcribe meeting minutes

Job description

CollegeSearch is seeking an organized Administrative Coordinator in Hinoba-an, Negros Occidental, Philippines to support day-to-day operations. The role involves taking meeting minutes, drafting and organizing documents, and maintaining Excel updates, while handling English communications both spoken and written.

The successful candidate will manage data entry, generate reports, schedule meetings, coordinate travel itineraries, and assist with travel and expense documentation.