Job Objective / Purpose
The Administrative Supervisor provides oversight of daily administrative operations and also serves as a key support resource to the Senior Leadership Team. This role combines traditional office supervision with high-level Executive Assistant responsibilities such as calendar management, preparation of executive reports, coordination of leadership meetings, and handling confidential matters. The role ensures seamless support across teams and maintains a professional, efficient, and well-organized work environment.
Duties and Responsibilities
Administrative Supervision
Supervise and guide a team of administrative personnel, including clerks, housekeeping, and office aides (security, messengers)
Monitor day-to-day admin operations and ensure all support services are delivered promptly and efficiently
Manage office supplies, equipment, maintenance requests, and coordination with vendors
Ensure proper documentation and filing systems (digital and physical) are in place and regularly updated
Monitor compliance with company policies and administrative protocols
Recommend and implement process improvements for office efficiency
Assist in internal audits, admin budgeting, and procurement coordination
Executive Support / EA Functions
Help manage calendars, meeting schedules, and appointments for the Senior Leadership Team
Prepare meeting agendas, minutes, presentation decks, and confidential reports
Arrange travel bookings, accommodations, and itineraries for senior leaders
Support planning and coordination of leadership meetings, workshops, and corporate events
Maintain confidentiality of sensitive company and personnel information
Cross-Functional Coordination
Liaise with other departments for administrative, reporting, and operational needs
Act as a point person for leadership-related requests from internal and external stakeholders
Provide support in project tracking, milestone monitoring, and special assignments
Lead coordination of emergency response or business continuity plans for the admin unit
Serve as the key contact for executive guests, external consultants, or board members when needed
Background and Qualifications
Bachelor’s degree in Business Administration, Office Management, Public Administration, Human Resources, or related field
Minimum of 4–5 years of progressive experience in office administration, with at least 2 years in a supervisory and/or executive assistant role
Proven experience supporting senior executives or leadership teams effectively
Strong leadership skills with the ability to motivate and manage administrative staff
Excellent organizational, planning, and multitasking skills
Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and calendar management tools (e.g., Google Calendar, Microsoft Outlook)
Strong written and verbal communication skills in English and Filipino, including professional business correspondence
Detail-oriented with excellent problem-solving and decision-making abilities
Ability to work independently with minimal supervision and prioritize competing tasks
Skilled in event planning, meeting coordination, and travel management