Administrative Associate

About FTW Foundation

FTW (For The Women) Foundation is an NGO committed to changing women’s lives through intensive tech-skills training that enables upward career mobility. Since launching in 2018, FTW has upskilled over 600 women, many of whom are now thriving in new tech careers. We are a lean, agile team looking for a self-starter with a passion for women’s empowerment and an appetite for "structured chaos"—the ability to juggle multiple workstreams in a fast-paced environment.

Role Overview

Reports to : Programs & Operations Officer

Location : Makati City (hybrid, 2 days a week WFH)

Work schedule and setup : Monday to Friday 9:00 AM to 5:00 PM / Tuesday to Saturday 9:00AM to 5:00PM during ongoing programs

Job Summary

The Administrative Associate provides essential administrative and operational support to the FTW Foundation. The role ensures smooth day-to-day office functions, efficient documentation and records management, timely coordination with internal teams and external partners, and logistical support across various programs and activities.

Principal Duties and Responsibilities

Document Management & Office Administration

• Maintain organized filing systems for both physical and electronic documents, ensuring accessibility, accuracy, and confidentiality.
• Prepare, compile, and submit documents to relevant government offices; conduct in-person visits as required.
• Handle the transmittal of documents, communications, and packages to partners, trustees, alumni, and other stakeholders.
• Manage procurement and regular inventory of office supplies, equipment, and other assets, ensuring adequate stock levels, proper maintenance, and timely processing of supplier payments.

Meeting & Event Support

• Prepare administrative requirements for meetings and events, including but not limited to Zoom/venue setup, logistics, refreshments, and documentation.

Coordination & Stakeholder Support

• Coordinate with vendors, service providers, and partner organizations, in collaboration with the Executive Assistant.
• Prepare and submit accreditation requirements and other necessary documentation for various external transactions.

Program Support (Data Fundamentals Scholarship Program)

• Provide administrative assistance throughout all phases of the scholarship program—from application and screening to class conduct and completion.
• Support tasks may include applicant communication, document screening, logistics preparation for classes, and coordination with instructors and participants.

Qualifications

• Education: Bachelor's degree in any field. What you've done matters more than what or where you studied.

• Experience:

  • Preferably 6 months to 1 year of experience in administrative function, including coordination with suppliers and/or government offices.
  • Fresh graduates who are interested to work in the development sector may apply
  • NGO experience is not required; mission alignment is

• Skills:

  • Proficiency in Google Workspace and Microsoft Office applications.
  • Strong organizational, communication, and time-management skills.
  • Comfortable with ambiguity: small-org experience or temperament is a genuine asset here.
  • Proficiency in Google Workspace; experience with project management tools (Asana or equivalent) is a plus