Virtual Assistants | Onsite, Alabang | US Client

The Role

We are looking for Virtual Assistants, who will manage complex calendars, organize logistics for meetings and events, arrange travel, process invoices and expense claims, and ensure policy compliance. Their expertise extends to handling inquiries, producing professional communications, and acting as a subject matter expert on policies and procedures. They will also provide general administrative support.

• Additional Details

This role is an on-site role at our Alabang location

• Work schedule: EST (from 8pm/10pm to 5am/7am Manila Time subject to change depending on business need)

• Duties and Responsibilities

Maintain complex and detailed calendars

• Manage the coordination and logistics of both internal and external meetings

Arrange and coordinate domestic and international travel

• Organize all aspects for offsite conferences and external events, including catering and transportation

Process invoices and Travel & Expense (T&E) claims for team members.

-- Ensure all policies are followed and items are processed within provided guidelines.

-- Act as a subject matter expert for policies and procedures

• Handle phone calls and inquiries

Produce high quality emails and messages to individuals at all levels of the organization

• Handle regular activities without prompting, and advise in advance with issues or delays

Maintain records and files

• Assist in editing spreadsheets and presentations

Help in research and analysis of market trends

• Work cooperatively with team, in positive partnership to support each other smoothly

Coordinate on ad hoc projects as requested

• Assist with various applications and system access requests

Perform other administrative tasks as may be assigned from time to time

• Essential Qualifications

At least two years of administrative experience, ideally supporting the Managing Director level (or equivalent) or above;

• Organized and ability to multi-task;

Discretion and confidentiality;

• Knowledgeable in calendar management;

Strong interpersonal, written, and oral communication skills;

• Proficiency in Microsoft Office;

• Desirable Qualifications

Experience in working with foreign executives is a plus

• Willing to learn and adapt

Willing to work onsite in our main office located in Alabang, Muntinlupa area

• Where will you be working

Civicom's main office is located at the 7th floor of the Unioil building in Madrigal Business Park, Alabang, Muntinlupa City. Situated 10 minutes walking distance away from lifestyle centers such as Alabang Town Center and Molito's park-like green space, we are also conveniently close to public transportation at the intersection of Daang Hari Avenue and Zapote Avenue.

If you're the person we've been looking for, you can expect:

• To create and be part of something truly remarkable

Full-time employment with the opportunity of regularization in as short as 3 months

• A competitive salary package based on your talent and experience

A company-sponsored Health Maintenance coverage on Day 1

• Quarterly Performance Bonuses

Perfect Attendance Bonus

• 10 accrued Sick Leave credits in a year, commutable to cash

10 Vacation Leave credits in a year, among others

• Promising career growth and learning opportunities

The opportunity to collaborate with the other teams and business units in the company including our global business leaders

• Having a hand in our mission to uplift those who live in extreme poverty simply by being part of our team of Really Good People

• About Civicom

Civicom has been a pioneer in the advances in telecommunication that changed the way companies do business globally, our solutions help overcome the barriers to time and location. For over 20 years, our collaborative tools have made it easier for new companies to compete with older incumbents, and large, complex companies by using technology to work smarter and streamline operations. From the beginning, we wanted not just to create a company, but to create something remarkable.

In Civicom, we pride ourselves as a company that would create value for others, a sense of purpose for its employees, and give 10% to charity and we seek to do it exceptionally well.

COVID-19 considerations:

All employees are required to wear a mask. Common surfaces are sanitized regularly and temperature checks are implemented before entering the office to ensure everyone's safety.

Job Types: Full-time, Permanent

Benefits:

• Company events

Gym membership

• Health insurance

On-site parking

• Promotion to permanent employee

Schedule:

• 8 hour shift

Fixed shift

• Monday to Friday

Night shift
Supplemental Pay:

• 13th month salary

Overtime pay

• Quarterly bonus

Ability to commute/relocate:

• Muntinlupa City: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Administrative: 2 years (Preferred)

Virtual Assistant: 2 years (Preferred)

Language:

Fluent English (Preferred)