Administrative Assistant (Finance, Corporate Finance & Legal)

First Circle is one of the fastest-growing FinTech companies in the country, providing financial services to under-served SMEs. We've already transformed access to credit for thousands of businesses, and now we're building a full-stack neobank offering multi-currency bank accounts, payments, FX, corporate credit cards, and payroll. As we enter this next phase of growth, we're hiring exceptional talent with a track record of excellence to join us in shaping the next chapter.

We are looking for a proactive and detail-oriented Administrative Assistant to provide day-to-day operational support across our Finance, Corporate Finance, and Legal teams. This role goes beyond processing forms and paperwork; we want someone who is genuinely curious, picks things up fast, and brings initiative to every task. If you thrive in a fast-paced environment, can manage multiple priorities, and take pride in keeping things moving behind the scenes, we want to hear from you.

First Circle is changing small business banking in the Philippines. The sky is the limit for someone who wants to get stuck in and make a difference.

Key Responsibilities

Document & Forms Management

• Accurately prepare, encode, and submit internal and external forms (government filings, regulatory documents, corporate forms, legal templates)
• Organize and maintain both physical and digital filing systems across Finance, Corporate Finance, and Legal departments
• Track deadlines for document submissions and ensure timely compliance
• Assist in the preparation and binding of board packages, contracts, and legal documents

Errands & Mobilization

• Run errands including courier pick-ups and drop-offs, bank visits, government agency filings (SEC, BIR, LGU, etc.), and notarization
• Coordinate messenger and logistics schedules to ensure timely delivery of documents and parcels
• Mobilize resources and personnel as needed to support urgent departmental requirements
• Accompany or represent department representatives in routine external transactions

Administrative & Coordination Support

• Manage calendars, schedule meetings, and coordinate appointments across teams
• Prepare meeting minutes, correspondence, and internal memos
• Assist in tracking invoices, reimbursements, and petty cash disbursements
• Liaise with external parties such as banks, law firms, government agencies, and service providers
• Monitor and replenish office supplies and administrative materials
• Support onboarding coordination for new team members when required

What Success Looks Like

By the end of your first 60 days, the team should no longer have to think about the admin. Not because tasks disappear, but because you’ve got them. Here’s what that looks like in practice:

• Forms, filings, and submissions are handled on time and without being asked. If the information is already on file, it gets used and not re-requested.
• Deadlines are tracked and flagged proactively. The team finds out about a potential issue before it becomes one, not after.
• Errands and logistics run smoothly. Bank runs, courier pickups, and government filings happen without play-by-play instruction.
• You know the routine well enough to spot when something is off, and you take the initiative to sort it out or flag it to the right person.
• The senior team spends their time on actual finance and legal work and not chasing paperwork or explaining the same process twice.

• Years of relevant experience: 1-3 years of administrative experience, preferably within a finance, corporate, or legal environment. Prior exposure to government agencies (BIR, SEC, LGU) or financial institutions is an advantage.
• Administrative Precision & Data Integrity: Maintains a high level of accuracy and keen attention to detail, particularly when managing document handling, data entry, and sensitive information with the utmost discretion and professionalism.
• Dynamic Task & Time Management: Demonstrates strong organizational and time management skills, with a proven ability to juggle multiple tasks, adapt to shifting priorities, and efficiently handle field work, errands, and external coordination as needed.
• Tech-Savviness & Digital Proficiency: Fully proficient in essential workplace technology, including Microsoft Office applications (Word, Excel, Outlook) and Google Workspace utilities.
• Exceptional Communication Skills: Possesses excellent written and verbal communication abilities, ensuring clear, professional, and effective interaction across all channels.
• Versatile & Collaborative Work Style: Exhibits the flexibility to work highly effectively both independently as a self-starter and cooperatively as a collaborative team player.

• Monthly base salary: PHP 20,000-30,000 depending on experience
• Hybrid work set-up: 2 days per week in our BGC office; remote the rest of the time.
• Benefits: HMO coverage from month one, free catered lunches, monthly fitness, transportation, and accommodation allowance, and more.
• Join a team with a deeply collaborative culture! Learn more here: https://www.firstcircle.ph/careers