Administrative & Executive Assistant

Administrative & Executive Assistant

Company: Saiko
Department: Corporate Administration
Location: Saiko Headquarters (HQ), with travel to branches and other business locations as needed
Employment Type: Full-Time
Probationary Period: 6 Months

Job Summary

Saiko is looking for an organized, reliable, and detail-oriented Administrative & Executive Assistant to provide direct administrative and executive support to the Corporate Administration & Finance Director.

The role will assist with HR, accounting and finance coordination, company administration, government compliance, documentation, scheduling, and branch coordination. The position will also provide administrative and occasional operational support to Laurivia Jewelries and Accessories Shop when business needs require.

Key Responsibilities

Executive & Administrative Support

• Manage and organize the Director’s calendar, meetings, appointments, and reminders.
• Prepare letters, reports, presentations, meeting minutes, and other business documents.
• Monitor deadlines, assigned tasks, and follow-ups across departments.
• Coordinate meetings and ensure necessary documents are prepared.
• Maintain organized and updated company records.

HR Support

• Assist with recruitment, interview scheduling, and applicant communication.
• Prepare HR documents such as contracts, job descriptions, memoranda, and notices.
• Maintain employee records and assist with onboarding and offboarding.
• Monitor attendance, leave applications, and employee documentation.
• Assist with SSS, PhilHealth, Pag-IBIG, and other government-related employee transactions.
• Coordinate with employees and government agencies regarding benefits, registrations, loans, and other requirements.
• Maintain confidentiality of employee information.

Accounting & Finance Support

• Prepare payroll-related documents and attendance summaries.
• Organize invoices, receipts, expense records, and other financial documents.
• Assist in preparing schedules and supporting documents for government obligations.
• Monitor payment deadlines and maintain organized finance records.
• Coordinate with the Director and external accounting support as needed.

Government & Company Administration

• Monitor business permits, licenses, registrations, and renewal deadlines.
• Assist in preparing documents for government submissions and renewals.
• Maintain organized records of contracts, permits, licenses, and other legal documents.
• Coordinate administrative requirements between branches and Head Office.
• Assist in improving filing and administrative systems.

Branch & Store Coordination

• Follow up with branches regarding payroll, attendance, sales, and other required reports.
• Consolidate branch reports for Management review.
• Coordinate administrative concerns between Head Office and branches.
• Provide backup support at Laurivia Jewelries and Accessories Shop during peak periods, special events, or when additional manpower is required.
• Follow company procedures and customer service standards when assigned to store operations.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Human Resource Management, Accountancy, Finance, Management, or a related field.
• At least 1 year of experience in administrative, HR, accounting, finance, or executive support is preferred.
• Fresh graduates with strong organizational and administrative skills are welcome to apply.
• Proficient in Microsoft Office and Google Workspace.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Detail-oriented and able to manage multiple tasks and deadlines.
• Able to handle confidential information with professionalism and discretion.
• Willing to travel between branches, government offices, banks, and other business locations when required.
• Willing to provide occasional operational support at the Laurivia store/kiosk when needed.

Skills & Competencies

• Organization and attention to detail
• Communication and coordination
• Time management
• Documentation and record management
• Problem solving
• Initiative and adaptability
• Computer proficiency
• Professionalism and integrity
• Confidentiality
• Teamwork
• Customer service orientation

Work Schedule

Monday to Friday, up to 9 working hours per day, excluding a 1-hour unpaid meal break.

Work on weekends or holidays may occasionally be required during payroll processing, month-end/year-end activities, audits, government deadlines, company events, or other urgent business requirements.

Travel between company branches, government offices, banks, and other business locations may be required.

What You'll Gain

• Exposure to HR, Finance, Accounting, Administration, and Government Compliance
• Direct experience in executive and corporate administrative support
• Opportunity to work with multiple departments and business operations
• Training and exposure to branch and retail operations
• Opportunity for professional growth as the company expands

How to Apply

Interested applicants are encouraged to submit an updated resume highlighting relevant administrative, HR, accounting, or executive support experience.

Job Type: Full-time
Employment Status: Probationary, with potential for regularization based on company policy and performance