Administrative Assistant

Unleash Your Talents with Us!

Hi there, our future Administrative Assistant! Happy to see YOU here.

Here at Integrated OS, youll be part of a team of passionate individuals who are committed to delivering exceptional offshoring services. Bringing in an array of skills and talents from different areas of business from Finance, Human Resources, Information Technology, Customer Service, and Marketing to Sales and Operations.

From humble beginnings, we have built our company from our first team member onwards. Initially, we were lending support to an Australian print manufacturer - The Lamson Group.

Since then, we have continued to uphold our core values and culture and developed a deeper understanding of how people need help to succeed in their goals. And YOU might be a part of this amazing growth as our team keeps growing above all expectations!

What youll do:

As an Administrative Assistant, youll proactively, effectively, and efficiently undertake administrative functions to support its members, partners, and Board members. Youll be directly reporting to the Board Administration Portfolio Board, Member and is accountable to the Board via the Chairman.

Key responsibilities for this role include:

• Performing proactive, recurring and project/program-based administration tasks for internal teams.
• Maintaining and upkeep of the databases, member information, creation, and use of template communications/emails.
• Running regular program reporting to Chambers Systems.
• Monitoring and action of allocated Admin Email box for tasks, actions and communications from internal team.
• Maintenance of Events Calendar, Event setup tasks within the Chambers Systems and event admin tasks.
• Work in partnership with and assist the Membership Manager as required for ad hoc member information updates, onboarding processes, renewal and cancellation tasks and reporting.
• Providing support to the Chairman, Board members and Membership Manager in the tasks required for the day to day running of the office.
• Communication with and assisting members, staff and volunteer leaders on a regular basis as directed, in collaboration with other Admin tasks and resources.
• Using the systems, to create and maintain reporting, dashboards and lists for use by the Manager and the Board and Program Leaders.
• Undertake general office administration tasks, electronic filing, word processing, documentation preparation, data entry and secretarial support duties as required.
• Perform other appropriate admin tasks and responsibilities as assigned by the Board Administration Portfolio Board Member.
• Proactively perform, manage, coordinate, track and run assigned tasks using systems (eg ClickUp, Active Campaign, Chambermaster).
• Attend and participate in meetings as required (Virtually).
• Provide regular task reviews and reporting to the Board Administration Portfolio Board Member as required.
• Conduct thorough checking of own work to ensure accuracy of such work before submitting the work as completed.
• Adopt continuous learning and improvement processes in all aspects of the position.

Successful candidates should have:

• 3 years plus previous experience in an administrative role within a fast-paced office environment, or equivalent.
• Intermediate-High level of computer proficiency and skills, including:
  • 365 Microsoft Office (Word, Excel and PowerPoint),
  • Microsoft Teams, and Outlook,
  • Microsoft Outlook and other Microsoft Applications,
  • CRM (Customer Relationship Management) systems, Active Campaign software,
  • Social media (META) software,
  • Zoom
  • Click-Up
  • CANVA
  • Xero (Accounting software basic invoicing, Accounts Payable, Accounts Receivable tasks)
• Excellent English Skills (Written and Spoken), Grammar, and Accuracy are important to us.
• Minimum typing speed of 60wpm.
• Excellent customer service skills.
• Self-motivated and Task-oriented, motivated to complete work.
• Comfortable with change and ability to work calmly under pressure.
• Committed to undertaking duties efficiently with attention to detail.
• Strong multi-tasking skills.
• High degree of confidentiality.
• Ability to work with/for multiple team members and manage competing priorities appropriately.
• Willingness to work onsite (Alabang, Muntinlupa)