Admin Assistant

We are looking for an Admin Assistant who will perform administrative and office support activities for multiple supervisors.

The candidate will be required to work full-time in our office in Marikina City.

Duties may include fielding telephone calls, receiving and directing applicants, word processing, creating spreadsheets, presentations, and filing. Extensive skills especially on MS Excel and Word, Internet research abilities and strong communication skills are required. This person will be a part of an exciting and launching of a non-profit organization

We look to hire and retain the best people, providing them opportunities for them to continue to develop their skills and empower them to make a difference. We work in the LGBT sector, collaborating with different international organizations on projects that demand excellence and creative solutions to the challenges they face. For this reason, we look to bring people with a variety of backgrounds and skills to work collaboratively on progressive assignments.

EDUCATION
• Graduate of Industrial Engineering, Management, Business Administration or any related course. Knowledge on human resource management is desirable

EXPERIENCE
• Has at least 1 year work related experience in office administrative jobs

COMPETENCIES
• Exercise his/her have a passion of keeping things in their proper order and making sure that protocols are followed
• Driven to continuously improve, may it be the company's processes and his/her personal skills and behaviour
• Work well independently but can also be or with a team player with and capacity to monitor and or benchmark himself periodically for improvements
• Anticipate problems and issues before they arise or come up with contingency plans for each situation
• Employ his/her keen attention to details to keep up with the minute details of any project or agenda and spot incoherence and inconsistencies with other people’s work aside of his or her own
• Perform proof reading with a sharp eye for inconsistencies

LANGUAGES
• Excellent communication skills, fluent in verbal and written English

EXCEL SKILLS
• Create Printed Forms (Application, Survey, Mailing, etc.)
• Create and/or edit visualization of various data with pivot charts, statistical charts, graphs or other data presentation and simulation software
• Create pivot tables data and extract significance from a large, detailed data set
• Create Gantt Charts from rough agenda drafts for further improvement using project management software such as Microsoft Project and/or heuristic Maps Creator
• Encode raw heterogeneous data, then find a common denominator, and create statistical formulas that will allow to answer some goals through projections simulation
• Edit the format and page layout of documents to be print-ready on any software used in our office
• Create Macros to automate tasks
• Use advanced conditional formatting rules to emphasize data
• Link multiple sheets or workbooks as data sources
• Use the SUMIF, AVERAGEIF and COUNTIF functions to generate conditional data
• Compute using Relative and Absolute references
• Trim and Concatenate data when needed
• Import and export data and understand the file format usage
• Track changes in a History worksheet
• Split data into multiple cells
• Create and edit themes and templates
• Lock cells and protect sheets or workbooks
• Calculate formulas across worksheets
• Copy the formatting of a cell or content
• Excellent computer skills and quick to learn new software
• Create financial statistic reports using all basic statistical functions (average, min, max,) and any other function

DUTIES & RESPONSIBILITIES
• Maintain overview of deadlines for different activities and/or projects under the remit of Operations Manager/Project Director including but not limited to, work plan updates, project plans from different lines of business, etc.
• Research and compile a variety of informational and/or confidential materials from sources both inside and outside the company (summarize information as directed)
• Maintain calendar and scheduling for supervisors' appointments, contractor appointments and tasks as dictated by different project plans to ensure that assignments are completed on time.
• Do Bookkeeping work for everything related to office finance
• Draft/prepare non-technical and general correspondence, reports, etc. not involving policy or technical knowledge on own initiative or from brief instructions while ensuring grammatical accuracy, conformity with procedural accuracy and format
• Assist in searching, compiling, and maintaining information relevant to the program and team including the monitoring of projects' implementation; perform liaison duties with the other members of the team as well as with other units
• Provide support in the monitoring implementation of the work plan, including timely information on budgets, monitor income and expenditure and funds available; follow up on financial/budgetary issues; assist in the preparation of financial and technical progress reports to supervisors and related organizations
• Handle phone calls with telephony skills such call handling and cold calling
• Arrange Supervisors' official duty travel, when necessary prepare full background files, briefing notes, briefing folders for the supervisor's duty travel, field staff and other temporary staff