Department Assistant (Mandarin Speaker) - Admin Support Role - Manila

We’re seeking a proactive, detail-oriented, and highly organized individual to manage administrative functions, coordinate events, and provide executive-level support.

• Calendar Management: Organize and manage the Director’s calendar, meetings, and travel plans.
• Document Preparation: Draft and organize reports, presentations, and essential documents.
• Communication Handling: Manage correspondence, including emails, calls, and letters.
• Recordkeeping: Maintain organized records and filing systems.

• Planning & Execution: Organize meetings, conferences, and events.
• Travel Management: Assist with visa processing, flight and hotel bookings.
• Logistics: Coordinate catering, venue arrangements, and equipment rental.

• Research & Reporting: Conduct research and analysis to support decision-making.
• Expense Management: Handle expense reports and financial documentation.
• Confidentiality: Manage sensitive information with discretion.
• Proactive Support: Anticipate needs and provide proactive administrative assistance.

• Operations Oversight: Ensure smooth office operations (supplies, equipment, maintenance).
• Staff Oversight: Assist in supervising junior staff and ensuring task efficiency.
• Policy Compliance: Ensure alignment with internal policies and procedures.
• Ad Hoc Tasks: Perform other duties as assigned.

• Bachelor’s Degree in Business Administration or a related field.
• Minimum 2 years of experience in administrative support or executive assistance.
• Proficient in MS Office (Word, Excel, PowerPoint, Outlook).
• Strong organizational, time management, and multitasking skills.
• Excellent written and verbal communication skills.
• High attention to detail and commitment to confidentiality.
• Strong problem-solving abilities and adaptability in a fast-paced environment.

• Work closely with senior leadership in a dynamic and supportive environment.
• Opportunity for growth and professional development.
• Be part of a forward-thinking organization that values initiative and efficiency.