Admin Assistant

FILINVEST COMPANY: FILINVEST LAND, INC.

JOB SUMMARY:

The Admin Assistant upon the direction of the Internal Audit Head is responsible for preparing, managing, controlling, and filing confidential documents and sensitive records for the Internal Audit Department. Provide an efficient and responsive administrative support to the Chief Audit Executive and Head of the Internal Audit Department (IAD), helping all team members to efficiently prioritize and manage their duties and tasks.

QUALIFICATIONS, COMPETENCIES and SKILLS:

• Bachelor's degree in Business Administration, Office or Project Management, or a relevant field in Finance or Accounting.
• Proven experience as an Executive Assistant, Admin Assistant, Department Secretary, or similar role.
• Familiarity with Project Management and Document Management Systems (DMS).
• Hands-on experience with Microsoft Office applications, including Outlook, MS Teams, Word, Excel, and PowerPoint.
• Proficient typing and editing skills.
• Excellent organization skills.
• Strong attention to detail.
• Work location: Mandaluyong City

KEY RESPONSIBILITIES: 

1. Responsible for typing memos, releasing reports, archiving files and ensuring all team members have access to necessary documentation.

2. Plans, coordinates and provides administrative and logistical support to the CAE and the Internal Audit Team during meetings, fieldworks and travels.

3. Provide support to the department's procedures in maintaining transparent, up-to-date and easily traceable documents and records.

• Copy, scan and store documents
• Check for accuracy and edit files, like audit reports
• Review and update technical documents (e.g. audit manuals and workflows)
• Distribute audit-related copies to internal teams
• File documents in physical and digital records
• Create templates for future use
• Retrieve files as requested by employees and clients the flow of documentation within the department
• Maintain confidentiality around sensitive information and terms of agreement
• Prepare ad-hoc reports as needed

4. Effectively handle highly confidential information using tact and discretion:

• Support to document and electronic document management
• Actioning correspondence and calls on behalf of the Head of Department - prioritize and respond to inquiries by letter, telephone and email, directing them as appropriate
• Coordination of travel itineraries, meetings, conference calls, preparing documentation for trips - ensuring arrangements are effectively managed and processing expenses claims
• Organize Departmental meetings; prepare agendas, take minutes, follow up on action points
• Ensure that meeting rooms are booked and appropriately prepared

5. Ensure financial integrity of the Department:

• Record Departmental accounts including budgets, allocations, yearly expenditure
• Ensure all staff manage their expenses using correct procedures and good practice
• To assist the Head of Department manage expenditure, by producing summary information and reports, and ensuring agreed changes in their activities are reflected in up to date budgets and actual expenditure

6. Facilitate meetings, visits and attachments:

• Take responsibility for organizing site visits and inspections
• Ensure that staff have flight details, travel accommodations, service vehicles, and other necessary IT facilities and access to project sites to enable them to work efficiently

7. Coordinate resource management for the Department:

• Develop procedures that ensure effective implementation of existing and new IAD policies/procedures
• Maintain Departmental financial accounts
• Ensure office equipment are maintained, organize refurbishment, and manage space for staff supervise office material inventories and replenishment for all team members
• Arrange dates, venues, transport and assist with the preparation of briefing documents

8. Other tasks:

• Maintains confidentiality at all times, showing discretion and diplomacy
• Responsible for the ordering of office supplies for the Head of Department