What Administrative Assistance Jobs are in the Philippines?

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Join Schindler and help us elevate our world: Use your skills to allow megacities to grow. With our elevators and escalators, we keep the urban world moving

Since 1874 Schindler has been a Citymaker with proud reputation for elevating not only buildings, but the well-being of everyone who lives and works in them. People, passion, and innovation are the pillars of our success

Jardine Schindler Group (JSG) is a joint venture between Jardine Matheson (est.1832) and Schindler Group(est.1874). JSG is specialized in design, engineer, install, maintain and modernize elevators, escalators and moving walkways in Hong Kong, Malaysia, Singapore, Thailand, Indonesia, Taiwan, Vietnam, the Philippines, Macau, Myanmar, Brunei and Cambodia. On average, 100 million people throughout the Asia Pacific regions will be transported by equipment supplied and maintained by JSG on any given day.

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Office Manager & Executive Assistant

Job Summary

The Office Manager & Executive Assistant is a dual-role position responsible for ensuring the smooth and efficient operation of the office while providing high-level administrative and executive support to senior leadership. This role combines strategic executive support with hands-on office management responsibilities, requiring a highly organized, proactive, and service-oriented professional who can effectively balance executive priorities with workplace operational excellence.

Key Responsibilities:

Executive Support

• Provide comprehensive administrative support to the executive(s), including calendar management, meeting coordination, and travel arrangements.
• Manage and prioritize appointments, schedules, and business commitments.
• Prepare meeting agendas, presentations, reports, minutes, and correspondence.
• Screen calls, emails, and inquiries, ensuring timely responses and follow-up.
• Coordinate executive travel logistics, including flights, accommodations, transportation, and expense reporting.
• Support executive decision-making through research, data gathering, and preparation of briefing materials.
• Handle confidential and sensitive information with the highest level of discretion.
• Serve as a liaison between executives and internal/external stakeholders.
• Coordinate leadership meetings, town halls, and management events.
• Track action items and follow up on commitments made by leadership.

Office Administration

• Oversee daily office operations and ensure a productive, professional, and welcoming workplace environment.
• Manage office supplies, equipment, facilities, and vendor relationships.
• Coordinate office maintenance, repairs, and workspace improvements.
• Manage relationships with building management, service providers, and office vendors.
• Ensure workplace health, safety, and security standards are maintained.
• Coordinate office moves, renovations, and space planning activities when required.

Experience

• Minimum 5 years of experience in Executive Assistant, Office Manager, Administrative Manager, or similar roles.
• Experience supporting senior executives or leadership teams preferred.
• Experience managing office operations, facilities, and vendor relationships.

Professional Skills

• Exceptional organizational and time management skills.
• Strong verbal and written communication skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving and decision-making capabilities.
• Demonstrated professionalism and discretion when handling confidential information.
• Ability to work independently and proactively.

A small business owner needs a right hand — someone who can be trusted with their inbox, their systems, and the administrative backbone of a growing operation. This role is for a mid-level Virtual Admin Assistant who brings genuine ownership to every task, builds structure where there is none, and works independently without needing to be chased.

THE ROLE

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Working directly with a business owner in the disability and community services sector, this position sits at the centre of day-to-day operations — managing communications, coordinating participant administration, maintaining workflows, and making sure nothing falls through the cracks. This is not a task-by-task support role. The expectation is that you understand the priorities, own your workload, and proactively keep things running smoothly across back-office systems and processes.

WHAT YOU WILL DO

• Manage the business owner's email inbox and calendar, drafting professional communications and ensuring nothing is missed

• Coordinate participant onboarding administration, maintaining accuracy and confidentiality throughout

• Build and maintain document and file management systems across Microsoft 365 and OneDrive

• Track workflows, tasks, and operational items in Airtable, keeping records current and actionable

• Provide billing support and assist with financial tracking and data accuracy

• Create and maintain standard operating procedures, documenting processes clearly and keeping them updated

• Support the broader back-office operations of the business across communications, systems, and administration

WHAT YOU BRING

• Advanced proficiency in Microsoft 365 including Excel, Word, Outlook, and OneDrive, with strong spreadsheet and document skills

• Solid experience in professional administrative support, with a track record of managing inboxes, calendars, and operational systems

• Strong numerical ability and confidence handling financial data, billing support, and budget tracking

• Excellent written communication skills, particularly professional email drafting with attention to tone and accuracy

• Comfort using AI tools such as ChatGPT or Claude to support your work efficiently

• Familiarity with Airtable and NDIS platforms such as Astalty is a genuine advantage, though not essential for the right candidate

WORK ARRANGEMENT

This is a full work-from-home role. You will work from your own home office.

WHY STAFF X

Staff X is a certified Great Place to Work employer in the Philippines for multiple consecutive years. Benefits include:

• HMO health insurance

• Dental plan

• Company-provided laptop or desktop computer

• Free training and professional development policy

• Regular social events and team activities

• Employee wellness program

• Exposure to clients in Australia, the US, and the UK

Staff X offers long-term, stable employment with genuine career growth.

COMPENSATION

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Competitive salary commensurate with experience, plus the full Staff X benefits package.

COMMITMENT

This is a full-time, dedicated role.

The client and Staff X invest heavily in onboarding, training, and integrating this person into a long-term team.

We are looking for someone who is ready to commit fully, not someone exploring a side arrangement, managing multiple clients, or running parallel freelance work.

If you are currently freelancing and not ready to step into a single dedicated role, this is not the right opportunity for you.

If you have a full-time job and are looking for a second income, please do not apply.

The right person for this role genuinely wants a stable, long-term career with a single employer who invests in their growth.

This is a permanent position. We hire people we intend to keep for years, not months.

APPLY NOW

Send your resume to to be considered for this role. Include the role title "Virtual Admin Assistant" in your subject line, and if you have experience with NDIS administration or Astalty, mention it briefly in the body of your email.

Just imagine your future with us…

At Aurecon we see the future through a very different lens. Do you?

Innovation, eminence and digital are at the heart of everything we do. Are you excited about the future?

Are you driven by the opportunity to work on some of the most challenging and complex projects around the world and to learn from the best? We are.

Diversity is at the core of everything we do. We work together to create a culture based on respect, trust and inclusiveness. Our differences are what fuel our creativity.

What will you do?

The Administrative Assistant role will provide primary support to Global Delivery Center Philippines, ensuring smooth day-to-day operations by handling administrative tasks, coordinating office activities, and assisting teams with operational needs. This role requires excellent organizational skills, attention to detail, and the ability to multitask in a dynamic environment.

This role will also manage version upgrade testing and is responsible for administration and support of various technical engineering applications.

We know the work we do is vital in assisting Aurecon's business globally. Here are the key things you will do to ‘bring ideas to life’.

• Handle scheduling, calendar management, and meeting coordination.
• Assist with SAVI E&I documentation, reporting, and data entry.
• Managed and supports practice leads, coordinating priorities, scheduling, and administrative requirements to ensure smooth day-to-day operations and effective stakeholder engagement.
• Coordinated business travel arrangements and expense-related activities, including flight and hotel bookings, itinerary management, and adherence to company travel policies.

Prepare and enhance high-level presentations, reports, and business documents, ensuring professional formatting, accuracy, consistency, and executive-ready communication standards.

You will also need the following capabilities:

Qualifications (Required)

• At least 3-5 years of relevant experience as Administrative Assstant
• Proven experience as Administrative assistant working in a fast paced environment
• Bachelor’s degree in Business Administration, Management, or a related field (preferred).

At Aurecon, we know every career adventure is unique. That’s why our benefits are designed to support you and your family - at every stage.

• Flexibility - balance what matters most to you
• Wellbeing - we priorities your health
• Recognition - your impact matters
• Family - support for modern families and carers
• Community - give back through volunteering days
• Career development - learn, lead and shape your career

Our Aurecon Attributes describe the types of people we bring together for clients. We don’t expect you to have all eight of the attributes, but one that is unique to you.

Finally, we value that each of our team members brings something different to Aurecon. We look for people who have had a broad range of experiences throughout their career and can demonstrate how they have worked as part of a team to bring ideas to life. Does that sound like you?

About us

We’ve re-imagined engineering.

Aurecon is an engineering and infrastructure advisory company, but not as you know it!

For a start, our clients’ ideas drive what we do. Drawing on our deep pool of expertise, we co-create innovative solutions with our clients to some of the world’s most complex challenges. And through a range of unique creative processes and skills, we work to re-imagine, shape and design a better future.

We listen deeply and intently, which helps us see opportunities, possibilities and potential that others can’t. Think engineering. Think again.

Want to know more?

You can learn more about what it’s like to work at Aurecon by visiting the careers section of our website.

If you are intrigued or excited by what you have read, then we want to hear from you. Apply now!

Position Summary

We are looking for an organized, detail-oriented, and highly trainable Administrative Assistant to support clients navigating a dual citizenship, immigration, and documentation process.

The role will primarily involve written client communication, document coordination, process tracking, and administrative follow-through. The successful candidate will work remotely with an international team and will support mostly US-based clients.

This position does not require prior experience in citizenship, immigration, or legal documentation. Training will be provided. The ideal candidate should be smart, proactive, computer-savvy, professional, and able to learn new processes quickly.

Job Details

Work set up: Work from Home until further notice (Candidate must be open to a possible hybrid setup in the future, approximately twice per week onsite)

Schedule: Monday to Friday, 11:00 AM to 8:00 PM Manila Time

Holiday: Will follow PH Holidays

Responsibilities

• Communicate with clients primarily through email regarding their process, documents, updates, and next steps.
• Provide clear, professional, and timely updates to clients.
• Assist clients in understanding process requirements, document steps, and pending actions.
• Coordinate the procurement and tracking of required documents.
• Provide instructions to internal team members responsible for document collection or processing.
• Monitor document status and follow up on pending items.
• Maintain accurate records of client communications, requirements, and process updates.
• Organize and manage administrative tasks related to client cases.
• Use online tools, email platforms, video conferencing tools, and productivity software to complete daily work.
• Support the team leader with day-to-day administrative and client support tasks.
• Learn and follow the company’s internal processes and workflows.
• Conduct basic research or independent follow-through when required.
• Escalate client concerns, unclear requirements, or process issues to the appropriate team member.
• Maintain high attention to detail when handling client information and documentation.
• Represent the company professionally during occasional phone or video calls.
• Maintain a professional appearance and appropriate background during video meetings.

Qualifications

• 1 to 3 years of experience in administrative, customer support, client coordination, or back-office work.
• Excellent written and verbal English communication skills.
• Strong email writing skills and ability to communicate professionally with clients.
• High attention to detail and accuracy.
• Strong organizational and time management skills.
• Comfortable working with computers, online platforms, email, and productivity tools.
• Ability to learn new processes quickly.
• Able to work independently after training and follow instructions with minimal supervision.
• Proactive, curious, and willing to ask questions when clarification is needed.
• Prior experience in citizenship, immigration, or legal documentation is not required.
• Comfortable communicating with international clients, especially US-based clients.
• Professional demeanor for occasional phone, Zoom, or Google Meet calls.

Join a specialist Australian insurance provider focused on commercial motor insurance, working closely with brokers to deliver tailored insurance solutions. Be part of a collaborative team that values innovation, efficiency, and exceptional service.

The Opportunity

Be the administrative backbone of the business by supporting underwriting and claims operations, ensuring documentation, policy administration, and business processes run accurately and efficiently. Join a collaborative team where your organization and attention to detail will make a real impact on service excellence.

Why join us?

• Proudly Great Place to Work® certified
• Celebrate globally: Company trips (2025: Hong Kong, 2024: Thailand), Culture Champs, Year-end parties, leadership awards & more
• Grow with stability: 100+ in our 10-Year Club by 2025
• Dynamic talent network: 2,000+ across APAC and beyond
• Competitive compensation with annual reviews
• Comprehensive medical care for you and your family
• Generous paid leave because work-life balance matters
• Level up with LinkedIn Learning and tailored training
• Flexible work setup

Staff Testimonial

“Stepping out of your comfort zone opens a whole new world of opportunities for you.” - Business Support Officer, ASW Philippines.

What You’ll Do

• Coordinate administrative activities across underwriting and claims operations to ensure smooth business processes
• Maintain accurate records by updating policy information and operational databases
• Assist with policy lifecycle activities, including new business, renewals, amendments, and related documentation
• Prepare and distribute insurance documents, reports, certificates, schedules, and other business correspondence
• Support claims administration by managing documentation, tracking information, and coordinating follow-ups with relevant stakeholders
• Monitor records, reconcile information, and maintain data accuracy across multiple systems
• Identify opportunities to streamline workflows and contribute to ongoing process improvements
• Provide general operational support and assist with additional projects as business needs evolve

Key Criteria

• Previous experience in an administrative, operations support, or insurance administration role
• Exceptional attention to detail with the ability to manage high volumes of documentation accurately
• Strong organizational and communication skills, with the ability to prioritize tasks and meet deadlines
• Confident using business systems and Microsoft Office to maintain accurate records and documentation
• Experience supporting underwriting, claims, policy administration, or insurance operations will be highly regarded
• A proactive, adaptable team player with a willingness to learn and contribute to continuous process improvements
• High level of professionalism, accountability, and discretion when handling confidential information

Work setup

• Manila (BGC, Taguig): Australian hours (6 AM -3 PM PHT) with a hybrid setup (1 day onsite, 4 days remote) after 3-6 months of onsite probation.

We are looking for a highly organized and detail-oriented Administrative Assistant with an accounting or bookkeeping background to support daily administrative and financial operations. The ideal candidate will assist with office coordination, data management, invoicing, financial records, and general administrative tasks while ensuring accuracy and efficiency.

Key Responsibilities

• Provide administrative support to the team and management
• Maintain and organize financial and company records
• Assist with invoicing, billing, accounts payable, and accounts receivable
• Prepare reports, spreadsheets, and data entries accurately
• Reconcile transactions and monitor financial documents
• Coordinate schedules, meetings, and communications
• Handle email correspondence and document filing
• Support bookkeeping and accounting-related tasks as needed
• Ensure confidentiality of financial and company information

Qualifications

• Bachelor’s degree in Accountancy, Accounting Technology, Business Administration, or a related field
• Willing to work on a night shift schedule and hybrid/work onsite arrangement as required
• Experience in bookkeeping, accounting, administrative support, payroll, or financial reporting is an advantage
• Knowledge of accounting principles and financial processes
• Proficient in Microsoft Office, especially Excel
• Familiarity with accounting software such as QuickBooks, Xero, or similar platforms
• Strong organizational and multitasking skills
• Excellent communication skills

Benefits

• Competitive salary
• HMO coverage
• Career growth opportunities
• Group Life Insurance
• 20% Night Differential
• Supportive work environment
• Work-life balance initiatives

Company Overview

SMC Integrated Merchandising Services Inc. (SMCIMSI) is the dedicated merchandising arm of San Miguel Corporation (SMC). A wholly owned subsidiary established in March 2019, SMCIMSI provides expert merchandising services across the San Miguel Group. Beyond ensuring product availability anytime, anywhere, our merchandisers serve as brand ambassadors, representing the products they carry with excellence.

With a workforce of over 8,000 merchandisers deployed across major supermarket chains, modern trade, and general trade accounts nationwide, SMCIMSI plays a crucial role in supporting SMC’s diverse business units.

Since 2019, we have managed the merchandising requirements of San Miguel Foods (Protein & Animal Nutrition Business and Prepared & Packaged Foods). In September 2022, we expanded our operations to handle Ginebra San Miguel Inc.'s merchandising in the Visayas region. Plans are underway to extend our coverage to San Miguel Brewery, SMYPC Wine Brothers, and additional areas for Ginebra San Miguel Inc.

Administrative Assistant – Pasig City

Role Overview

We are seeking a detail-oriented Administrative Assistant to join our growing team. In this pivotal role, you will be responsible for managing essential company documentation and providing comprehensive operational support. You will report directly to the General Manager to ensure the smooth day-to-day running of the office.

Qualifications:

• Graduate of any four-year Bachelor’s Degree program;
• At least 2-3 years of experience as an Administrative Assistant in a corporate or office environment;
• Strong organizational and time management skills;
• Excellent communication and interpersonal skills with the ability to build rapport with people at all levels;
• Highly organized, detail-oriented, and proactive approach;
• Ability to maintain a high level of professionalism, confidentiality, and discretion;
• In-depth understanding of the entire MS Office and Google Suite tools.

Key Responsibilities:

• Provide high-level administrative assistance to top-level management, ensuring seamless daily operations.
• Coordinate complex schedules, oversee meeting logistics, and manage end-to-end domestic and international travel arrangements.
• Execute essential clerical tasks, including office management, document control, and the implementation of administrative procedures.
• Manage workloads effectively to meet departmental objectives and strict project deadlines.
• Act as a primary point of contact, building rapport with internal and external stakeholders at all levels.

Admin Assistant

About Us

ProCredit is a tech-enabled SME lender led by a very seasoned team with over 50 years of combined experience at Citigroup, Standard Chartered, ANZ, and ADB—deeply rooted in emerging markets and SME lending. We're on a mission to become the leading SME lender in the Philippines, using credit-first engagement, data-driven underwriting, and flexible, risk-based lending to close the credit gap for growing businesses. We pay above market, value ambition, and offer fast-moving paths to leadership positions for those hungry to make an impact. If you're driven, growth-minded, and ready to help reshape the future of Philippine lending—this is your moment.

The Role

The Admin Assistant is responsible for preparing, reviewing, organizing, and maintaining accurate business documents to support credit operations, compliance, and record-keeping. The role ensures all documents are complete, properly approved, securely stored, and easily retrievable, while coordinating with internal teams and external partners for timely execution and submission. The position also safeguards confidential information, supports audits and reporting requirements, and helps improve document control processes by maintaining standardized templates and efficient filing systems.

1. Document Preparation & Processing

Scope: Ensure timely and accurate preparation of business and operational documents.

• Prepare, review, and process official documents, contracts, and records for accuracy and completeness
• Verify correctness of data, formatting, and required supporting attachments
• Coordinate document execution, including routing for signatures, notarization, and approvals
• Track document status and ensure completion within required timelines

2. Compliance & Quality Control

Scope: Maintain adherence to internal policies, legal standards, and regulatory requirements.

• Ensure all documentation complies with company policies and applicable legal/regulatory requirements
• Conduct quality checks to confirm completeness and correctness prior to release or filing
• Safeguard confidential and sensitive information in accordance with data privacy and security standards
• Support audits and inspections by providing accurate and compliant documentation

3. Records Management & Filing Systems

Scope: Maintain organized, secure, and accessible document repositories.

• Manage both physical and electronic filing systems with proper indexing and version control
• Ensure documents are systematically stored, archived, and easily retrievable
• Maintain updated logs and document registers for monitoring and tracking
• Implement secure storage and access control protocols for sensitive records

4. Stakeholder Coordination & Document Tracking

Scope: Facilitate efficient document flow across internal and external parties.

• Coordinate with internal teams and external stakeholders for document requirements and completion
• Monitor document progress and follow up on pending submissions, approvals, or corrections
• Provide status updates and resolve documentation-related issues or discrepancies
• Ensure smooth handoff and release of finalized documents to relevant parties

5. Process Improvement & Template Management

Scope: Enhance efficiency and standardization of document control processes.

• Update and manage document templates, standard forms, and checklists
• Identify gaps and recommend improvements to document control workflows

Work Environment

• Office-based
• May require coordination with multiple departments and external partners

Who Are We Looking For

• Resilient and persuasive communicator with strong negotiation skills to resolve delinquencies while preserving client relationships.
• Proactive problem-solver able to design and implement repayment strategies tailored to each borrower’s situation.
• High emotional intelligence and empathy, balanced with firmness in enforcing repayment commitments.
• Resilient under pressure, able to handle sensitive and challenging client interactions with professionalism.
• Organized and disciplined, with the ability to manage multiple accounts and deadlines effectively.
• Detail-oriented and thorough, ensuring accuracy in documentation, monitoring, and follow-ups.

Why Join Us?

• Above-market compensation with performance incentives.
• Work with a high-caliber team in a mission-driven company.
• Shape the credit culture and standards of a fast-growing fintech.
• Clear path to leadership roles as the business scales.