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Administrative Specialist – Front Office, Travel & Executive Support

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full-time

Posted on:

Location Type: Office

Location: Paranaque • Philippines

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About the role

  • Manage daily front desk operations and serve as the primary point of contact for visitors, guests, couriers, and lobby-related requests
  • Maintain visitor logs, issue visitor badges, and coordinate access requirements
  • Prepare welcome notes and arrange hospitality set up for guests
  • Receive, log, route, and track incoming documents, letters, and courier packages and ensure proper distribution
  • Coordinate and relay lobby-related requests to the appropriate teams
  • Provide administrative and coordination support to ensure effective executive operations
  • Act as the single point of contact for all documents requiring the Managing Director’s signature
  • Assist in visa application / other immigration matters that arise on an ad-hoc basis
  • Organize and coordinate internal and external meetings
  • Prepare and consolidate presentation decks, reports, and briefing materials for leadership and stakeholder meetings
  • Liaise with department heads to consolidate required reports and updates
  • Prepare meeting agendas and document key action items when necessary
  • Prepare visa requirement checklists and process visa applications
  • Provide documentation assistance for Alien Employment Permit (AEP) processing
  • Arrange hotel bookings, airport transfers, and transportation for guests

Requirements

  • Bachelor’s degree in Business Administration or a related field
  • 3–5 years of experience in front office, travel desk, administrative, or executive support roles
  • Strong organizational and time management skills
  • Excellent written and verbal communication skills
  • High level of discretion and confidentiality
  • Detail-oriented with strong coordination and follow-through abilities
  • Experience supporting senior leadership is an advantage
Benefits
  • Professional front-facing service
  • Efficient travel and documentation management
  • Smooth daily office operations
  • Executive administrative support
Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills & Tools
administrative supportdocument managementvisa application processinghospitality coordinationreport preparationpresentation preparationmeeting organizationvisitor managementlogistics coordinationconfidentiality management
Soft Skills
organizational skillstime managementcommunication skillsdiscretionattention to detailcoordination abilitiesfollow-throughinterpersonal skillsleadership supportstakeholder engagement
Certifications
Bachelor’s degree in Business Administration