Office Coordinator & Executive Assistant

Purpose/ Mission

Provide administrative support to Country Manager, Head of HR manager, and responsible in overall function of office administration.

Ownership & manage day to day running of the Manila office and the key person to manage administrative duties for workplace health and safety.

General office and administration support to adidas Philippines business needs, such as but not limited to contracts, minutes of the meetings, meeting presentation preparation, government filling, and day to day office facilities management.

Accountabilities

Functional:

• Handling the day-to-day administrative and operational matters including monitoring the deadlines, follow-up on instructions and performing general secretarial functions.
• Attending to business support for the Country Manager including but not limited to updating and scheduling appointments and meetings including meetings venue and related facilities required.
• To prepare minutes of meeting, report preparation and presentation preparation.
• Supporting Country Manager with additional personal requests
• Responsible in handling domestic and international travel and accommodation arrangement for business related matters inclusive visa application.
• Review and develop administrative practices, procedures and systems to enhance efficiency and smooth running of office services
• Manage the centralizing all company contracts and ensure on-time renewal
• Source and review quotations, negotiate with suppliers and maintain quality supplier performance.
• Office/Administration duties to be assigned by Senior HR Manager/HR Manager.
• Assist in logistic requirements of organizing company events and training programs

Ad Hoc

• Office/Administration duties to be assigned by GM/HR & Admin from time to time
• To undertake other special assignment, ad-hoc functions and related duties as and when required.
• Responsible in overall function of office administration which includes maintaining company assets, stationeries, office supplies, general facilities and equipment.
• To coordinate and liaise with all levels of people in the organization to get work done.
• Develop and implement administrative improvement initiatives to improve overall service performance and effectiveness.
• To undertake other special assignment, ad-hoc functions and related duties as and when required.
• Responsible in overall function of office administration which includes maintaining company assets, stationeries, office supplies, general facilities and equipment.
• To coordinate and liaise with all levels of people in the organization to get work done.
• Develop and implement administrative improvement initiatives to improve overall service performance and effectiveness.

People

• Provide the efficient administrative service capability.

Controlling:

• Manage and control own KPI's

Compliances

• To observe both global and local policies and procedures in all dealings;
• Support organization changes and directions

Professional background/ Experience:

Functional:

• > Minimum 5 years working experience in similar capacity.
• Previous role handling projects, events and or workplace environment
• Accustomed to dealing with senior leadership

Education:

• A recognized Degree in Office or Business Administration

Software Tools/Technology:

• Word - Advanced
• Excel – Advanced
• PowerPoint – Advanced
• Outlook – Advanced

Language Skills:

• English: Advanced
• Local Language: Fluent