RCI: Administrative Supervisor

Job Objective / Purpose 

The Administrative Supervisor provides oversight of daily administrative operations and also serves as a key support resource to the Senior Leadership Team. This role combines traditional office supervision with high-level Executive Assistant responsibilities such as calendar management, preparation of executive reports, coordination of leadership meetings, and handling confidential matters. The role ensures seamless support across teams and maintains a professional, efficient, and well-organized work environment. 

Duties and Responsibilities

Administrative Supervision  

• Supervise and guide a team of administrative personnel, including clerks, housekeeping, and office aides (security, messengers)

• Monitor day-to-day admin operations and ensure all support services are delivered promptly and efficiently

• Manage office supplies, equipment, maintenance requests, and coordination with vendors

• Ensure proper documentation and filing systems (digital and physical) are in place and regularly updated

• Monitor compliance with company policies and administrative protocols

• Recommend and implement process improvements for office efficiency

• Assist in internal audits, admin budgeting, and procurement coordination

Executive Support / EA Functions  

• Help manage calendars, meeting schedules, and appointments for the Senior Leadership Team

• Prepare meeting agendas, minutes, presentation decks, and confidential reports

• Arrange travel bookings, accommodations, and itineraries for senior leaders

• Support planning and coordination of leadership meetings, workshops, and corporate events

• Maintain confidentiality of sensitive company and personnel information

Cross-Functional Coordination  

• Liaise with other departments for administrative, reporting, and operational needs

• Act as a point person for leadership-related requests from internal and external stakeholders

• Provide support in project tracking, milestone monitoring, and special assignments

• Lead coordination of emergency response or business continuity plans for the admin unit

• Serve as the key contact for executive guests, external consultants, or board members when needed

Background and Qualifications 

• Bachelor’s degree in Business Administration, Office Management, Public Administration, Human Resources, or related field

• Minimum of 4–5 years of progressive experience in office administration, with at least 2 years in a supervisory and/or executive assistant role

• Proven experience supporting senior executives or leadership teams effectively

• Strong leadership skills with the ability to motivate and manage administrative staff

• Excellent organizational, planning, and multitasking skills

• Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and calendar management tools (e.g., Google Calendar, Microsoft Outlook)

• Strong written and verbal communication skills in English and Filipino, including professional business correspondence

• Detail-oriented with excellent problem-solving and decision-making abilities

• Ability to work independently with minimal supervision and prioritize competing tasks

• Skilled in event planning, meeting coordination, and travel management