The Administrative Assistant provides a variety of operational and administrative functions to ensure smooth and efficient functioning of the Global Finance Solutions (GFS) team. This position will report to the Director – Financial Data and Capability and will have these responsibilities.

RESPONSIBILITIES

Assist and support the GFS Manila Finance business unit lead/FD&C Director in various duties to ensure smooth operations for the Manila-based GFS employees. This includes but is not limited to the following:

• Procurement, deployment and coordination of laptop equipment and other assets
• Provide in-person or onsite support at the GC Manila Office for in-person meetings, trainings and team events, e.g. offsite team events requiring in-person presence.
• Coordinate visitors’ schedule and assist GFS visitors when they visit the GFS Manila Office.
• Coordinate materials and prepare logistics for face-to-face or virtual meetings and events. Take down minutes as needed.
• Prepare communication materials.
• Make travel arrangements, including booking airfare, hotel and transportation accommodations consistent with company policies and guidelines.
• SurveyMonkey preparation, distribution and analysis.

Provide administrative and logistical support to the Director-FD&C, and Business Support and Management Manager for capacity-building and culture-building activities, projects and initiatives. This includes but is not limited to the following:

• Site visit, sourcing and procurement
• Events and logistics planning and execution
• Materials planning and communication
• Expense tracking, liquidation and coordination
• All other tasks necessary for successful delivery of capacity-building and culture-building activities for GFS

Assist and support the GFS Senior Director on various administrative and coordination duties such as but not limited to:

• Prepare communication materials including video editing and basic graphics
• Maintain project management, tracking systems and provisioning of common licenses (e.g. Smartsheet, SurveyMonkey team calendars)
• Maintain master schedule of the department including vacation and general calendar
• Track compliance on identified KPIs as may be assigned.
• Maintain the GFS organizational chart, roster of employees, and the email and Teams directory and groups.
• Help with process improvement, including development of templates and forms and making sure they are current across all GFS groups.

Assist and support the GFS Lead Team on various administrative and coordination duties such as but not limited to:

• Coordinate materials and prepare logistics for face-to-face or virtual meetings and events. Take down minutes as needed.
• Prepare communication materials.
• Make travel arrangements, including booking airfare, hotel and transportation accommodations consistent with company policies and guidelines.

Attend and participate in devotional meetings, chapel services, staff retreat, Day of Prayer etc.

Participate and assist in other duties that may be assigned and requested by the Director – FD&C.

REQUIREMENTS

Required Professional Experience

• At least 5 years of experience as an administrative assistant or team coordinator for a large department or organization (at least 100 people); 3 years of those experience should be in a multinational or global organization supporting, coordinating and working with leaders located in various countries and with different cultures.
• Experience cross-cultural team and virtual team networking.
• Experience in providing excellent customer service and having a customer mindset.
• Experience in handling a variety of meetings, events, trainings and activities and proven ability to carry these out successfully.

Required Education, training, license, registration, and certification

• Bachelor’s Degree
• Proficient in Microsoft programmes (Word, Excel, PowerPoint, Visio, SharePoint, Teams, Access, OneDrive) especially Outlook.
• Excellent organizational, planning and communication skills.
• Ability to multi-task and handle varied tasks in a timely and efficient manner Strong work ethic.
• Excellent interpersonal skills.
• Ability to work independently Ability to organize, plan and coordinate tasks in detail and with sense of urgency.

Preferred Knowledge and Qualifications

• Knowledge or education in finance, accounting, statistics is preferred.
• Skills and experience on graphics, design and communication materials.
• Event Planning.