Corporate Admin Assistant

Job description

Position Description:

The Corporate Admin Assistant will provide essential administrative support to operations and stakeholders, easing the workload of leadership. Responsibilities include scheduling appointments, managing access, tracking activities, facilitating communication, and performing additional tasks efficiently. The role emphasizes high-quality work and effective time management. It may be distributed across different engagements that require similar skills and project needs.

Your future duties and responsibilities:

Job Responsibilities

Corporate Admin Assistant, your primary responsibilities include, but are not limited to, the following:

Communication Management:

Identify the communication needs, preferences, and channels for different stakeholder groups.
Ensure timely and accurate delivery of information through the appropriate channels.
Create clear, concise, and relevant messages tailored to each audience.
Protect sensitive information and manage it in compliance with privacy regulations.
Coordination Management:

Implement processes and procedures to ensure smooth transitions between tasks and phases.
Coordinate with all stakeholders to ensure timely completion of activities.
Manage the schedule for tasks, milestones, and deliverables.
Implement best practices and standards to ensure efficient and effective coordination.
Monitoring and Tracking:

Track the progress of tasks and activities against schedules and plans.
Maintain records of communications, decisions, and actions taken.
Documentation and Reporting:

Ensure that documentation is accurate, up-to-date, and accessible.
Develop a reporting strategy that defines the information to be reported, the frequency, and the intended audience.
Ensure reports are clear, concise, and formatted according to organizational standards.
Ensure timely delivery of reports to the appropriate audience.
Administrative Tasks:

Create meeting minutes and action items.
Track mandatory training compliance.
Consolidate data.
Process service orders.
Provide client visit and travel support.
Manage procurement and logistics.
Oversee access management.
Support risk and issue management.
Perform data analysis.
Process Management:

Implement and maintain management processes, such as request fulfillment and administrative tasks.
Quality Assurance:

Conduct regular reviews to identify areas for improvement.
Training and Support:

Provide support and training to team members on service processes and tools.
Ensure team members are familiar with relevant procedures and standards.
Customer Service Excellence:

Deliver courteous, professional, and responsive customer service.
Use active listening and effective communication skills to ensure a positive service experience and high user satisfaction.
These responsibilities are intended to describe the general nature and level of work. They are not an exhaustive list of all duties and skills required. Team members may be asked to perform additional tasks as necessary.

Other responsibilities include:

Work in partnership with local management, colleagues, and clients to ensure requests are resolved to customer satisfaction.
Follow agreed escalation procedures.
Adhere to scheduled shifts, breaks, and timekeeping as assigned by the people manager.
Assist other team members in processing non-complex tasks as needed.
Advise the people manager of planned or unplanned leaves, as per engagement policies:
Vacation leave: At least 3 weeks in advance of planned leave.
Sick leave: At least 2 hours prior to the start of the shift, with notification via mobile phone call to the team leader or higher-ranked manager.
Maintain quality standards in accordance with agreed metrics.
Ensure timely correction of quality deficiencies.
Submit necessary delivery reports.
Provide feedback to the people manager if potential issues or process improvements are identified.
Attend scheduled meetings as required.

Required qualifications to be successful in this role:

Skills, Knowledge, and Capabilities

Project Management Skills

Knowledge of project management tools, techniques, and best practices.
Ability to develop detailed project plans, including schedules, milestones, and resource allocation.
Skill in addressing and resolving issues that arise during the project lifecycle.
Communication Skills

Excellent verbal and written communication skills to interact effectively with stakeholders.
Patience and professionalism when dealing with frustrated or dissatisfied stakeholders.
A customer-focused attitude and a commitment to delivering high-quality service.
Time Management and Organization

Ability to prioritize tasks and manage time effectively to meet deadlines.
Strong organizational skills to track open requests, deadlines, and follow-up actions.
Ability to maintain effectiveness and composure under pressure, especially during challenges or changes.
Attention to detail in documenting support interactions and tasks accurately.
Teamwork and Collaboration

Effective collaboration with other members of the SMO team and different departments.
Willingness to share knowledge and best practices with colleagues.
Ability to escalate issues to higher-level support teams when necessary and collaborate on complex problem resolution.
Contribution to a positive team culture through open communication, mutual support, and focus on continuous improvement.
Continuous Learning and Adaptability

Eagerness to learn and adapt to new technologies, tools, and processes in the IT environment.
Willingness to pursue ongoing training and professional development opportunities.
Adaptability to changes in workload, priorities, and user needs.
Proactive attitude toward staying informed about emerging technologies and industry trends to enhance service delivery.
Experience

Previous experience in back-office support is preferred.
Minimum of 1 year of experience in administrative tasks, executive assistance, finance, or project management.
Others

Willingness to work in a shifting schedule (e.g., night shifts, weekend shifts, holidays, 24/7 support).
Willingness to work 100% onsite when required.
Willingness to work at OWS McKinley in Taguig or Alpha Ortigas Site.

Skills:

·  Analytical Thinking
·  Detail-oriented
·  English
·  Service Request Management

What you can expect from us:

Together, as owners, let’s turn meaningful insights into action.

Life at CGI is rooted in ownership, teamwork, respect and belonging. Here, you’ll reach your full potential because…

You are invited to be an owner from day 1 as we work together to bring our Dream to life. That’s why we call ourselves CGI Partners rather than employees. We benefit from our collective success and actively shape our company’s strategy and direction.

Your work creates value. You’ll develop innovative solutions and build relationships with teammates and clients while accessing global capabilities to scale your ideas, embrace new opportunities, and benefit from expansive industry and technology expertise.

You’ll shape your career by joining a company built to grow and last. You’ll be supported by leaders who care about your health and well-being and provide you with opportunities to deepen your skills and broaden your horizons.

Come join our team—one of the largest IT and business consulting services firms in the world.