Administrative Assistant

MyPass Global is on a mission to empower safe, agile & connected communities.

Our workforce onboarding and compliance management software is centred around a digital Skills Passport, designed to help organisations reduce their risk and cost of operations. Our vision is to become the trusted industry source of truth for organisations and people. We don't limit ourselves to a single sector or location; rather, we strive to establish a global standard.

Our company values set the standard for the behaviours and mindset we expect from every MyPasser. Our values include:

BRING OUT THE BEST
We connect and empower people to build a safer future. We strive to create a positive and enduring impact, no matter how small.

CHALLENGE THE NORM
We pursue innovation by practising curiosity and always asking why. We challenge assumptions by seeking opportunities for growth and improvement.

TREAT PEOPLE WELL
We treat our customers, employees and partners as equals. We foster meaningful relationships through trust, compassion and respect.

WALK THE WALK
We are accountable for our goals, actions and collective vision. We work with integrity and are true to our word, fostering a culture of open communication.

Position Purpose Statement

The Administrative Assistant plays a crucial role in supporting the efficient functioning of administrative and clerical tasks within the Cebu office. They provide essential assistance to various departments and personnel, ensuring smooth operations and effective communication. The Administrative Assistant handles a diverse range of administrative duties with accuracy, professionalism, and attention to detail, employees and management, providing support on HR-related matters when required.
Key Responsibilities

Office Management:

Manage front desk operations, including greeting visitors, answering phone calls, and handling mail and correspondence.
Maintain office supplies inventory and place orders as needed to ensure adequate stock levels.
Acts as liaison between the company and landlord representatives. Coordinating the required engagements as specified by his/her direct manager with the office landlord.

Calendar Management:

Schedule appointments, meetings, and conference calls for executives and team members.
Coordinate meeting logistics, including room reservations, equipment setup, and catering arrangements.

Document Management:

Prepare and format documents, presentations, reports, and correspondence as required and to meet brand standards and guidelines.
Organise and maintain electronic filing systems to ensure easy retrieval of information.
Maintain record keeping of hardware asset procurement within the Cebu Site.

Travel Coordination:

Assist in making travel arrangements, including booking flights, accommodations, and transportation for staff members.
Prepare travel itineraries and provide necessary documentation and support for business trips.

Data Entry and Recordkeeping:

Accurately input and update data in databases, spreadsheets, and other software systems.
Maintain records related to expenses, invoices, and other administrative documents, seeking approval for these items from the relevant approver.

Meeting Support:

Attend meetings as needed to record minutes, distribute agendas, and follow up on action items.
Assist in preparing meeting materials and presentations.
Facilitate document delivery to government and supplier agencies and offices.

Customer Service:

Serve as a point of contact for internal and external stakeholders, providing assistance and information as required.
Handle inquiries and resolve issues courteously and efficiently.
Key Requirements
1-3 years of experience in an administrative support role, preferably in a corporate environment.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Strong organisational and time management skills with the ability to prioritise tasks effectively.
Excellent verbal and written communication skills.
Attention to detail and accuracy in data entry and document preparation.
Ability to maintain confidentiality and handle sensitive information with discretion.

Personal Attributes:

Proactive and resourceful problem solver.
Strong interpersonal skills with a customer service orientation.
Ability to work independently with minimal supervision.
Adaptability and flexibility to respond to changing priorities and deadlines.
Positive attitude and willingness to assist others.
Measures of Success
Efficiency - Able to demonstrate accuracy in completing tasks on time, such as meeting deadlines for reports, scheduling meetings promptly and handling correspondence efficiently.
Organisation - Able to demonstrate and maintain an organised work and system for creating and managing files, documents, and schedule. Effectively track information and retrieve it when needed.
Communication Skills - Able to demonstrate proficiency in effectively communicating with colleagues, clients and superiors. Generates positive feedback from others on clarity and professionalism both in written/verbal and nonverbal communications
Problem Solving - Able to demonstrate ability in identifying and addressing issues before or as they arise, whether it's resolving scheduling conflicts, troubleshooting technical problems, or finding alternative solutions to logistical or events or task challenges
Initiative - Able to demonstrate proactiveness to anticipate needs, suggest improvements, and proactively address tasks and new responsibilities with grace and flexibility.
Adaptability - Able to demonstrate a calm and level headed behaviour confronted with changing priorities and unexpected challenges and new responsibilities.
Professional Development - Able to show interest in continuous improvement by showing interest to learn the Mypass product and process , and/or take on a path of leadership with small groups (like maintenance team ).
Development Objectives
0-6 Months

Enhance Time Management Skills:

Objective: Improve the ability to prioritise tasks effectively and manage time efficiently.
Action Steps: Utilise time management techniques such as creating to-do lists, setting deadlines, and using productivity tools. Seek feedback from supervisors on time allocation and adjust strategies as needed.

Strengthen Communication Skills:

Objective: Enhance both verbal and written communication skills to effectively convey information and interact with colleagues and stakeholders.
Action Steps: Attend communication workshops or seminars, practise active listening during meetings and conversations, seek opportunities to write clear and concise emails, and participate in role-playing exercises to improve interpersonal communication.
Improve Problem-Solving Abilities:
Objective: Develop critical thinking and problem-solving skills to address challenges and resolve issues independently.
Action Steps: Analyse past situations where problem-solving was required, identify alternative solutions, and assess the effectiveness of chosen approaches. Seek mentorship from experienced colleagues to learn problem-solving techniques and strategies.

Enhance Customer Service Skills:

Objective: Improve customer service skills to provide exceptional support to internal and external stakeholders.
Action Steps: Participate in customer service training programs to learn techniques for handling inquiries, complaints, and requests professionally and efficiently. Practice empathy and active listening when interacting with colleagues and clients.

6-12 Months

Develop Advanced Software Proficiency:

Objective: Increase proficiency in software applications relevant to administrative tasks, such as Microsoft Office Suite and industry-specific software.
Action Steps: Enrol in online courses or training programs to deepen understanding and mastery of software tools. Practice using advanced features of programs like Excel for data analysis or PowerPoint for presentations.

Expand Organisational Skills:

Objective: Strengthen organisational skills to manage multiple tasks, deadlines, and projects efficiently.
Action Steps: Implement strategies for organising digital and physical workspace, such as creating file structures for easy retrieval of documents, using task management tools like Trello or Asana, and maintaining an updated calendar with reminders.

Expand Knowledge of Industry Practices:

Objective: Increase understanding of industry-specific practices and terminology relevant to the organisation.
Action Steps: Engage in continuous learning through industry publications, webinars, and professional development courses. Network with professionals in the industry to gain insights into best practices and emerging trends.

12 Months and Above

Demonstrate Leadership Potential:

Objective: Develop leadership qualities and abilities to take on more responsibilities and advance within the organisation.
Information Security Accountabilities

Management:

- Determine and allocate the resources required to maintain and continuously improve the ISMS
- Ensure information Security requirements are communicated and understood across all levels of the business
- Ensure business activities support the security of information
- Promote the continuous improvement of information security
- Ensure changes to the ISMS are effectively communicated to the business and stakeholders

Senior Leaders:

- Ensure direct reports receive instructions that adequately describe the responsibilities for information security related to their job role
- Ensure direct reports receive training to maintain appropriate information security skills and knowledge required for their job role
- Ensure direct reports demonstrate the information security skills and knowledge required for their job role
- Ensure induction and training focus on the most relevant information security aspects for each job role

Employees:

- Understand own contribution to the effectiveness of the ISMS
- Understand own responsibilities within the ISMS (e.g. Acceptable of Use Assets Policy, Information Security Policy)
- Understand the consequences of non-compliance with the requirements of the ISMS
- Understand information security guidelines related to own job role