Job Description
About the Role We are seeking a highly organized and detail-oriented Administrative Assistant to provide high-level administrative, secretarial, and document support to a UK-based team.
This role focuses on ensuring all client-facing documents are professionally formatted, on-brand, and error-free, while also providing personal assistance to a senior leader and light support to a wider team of around 15 staff.
The role is 100% dedicated to the client and integrated as a regular member of their team.
Key Responsibilities Document & Administrative Support - Proofread, edit, and format Word documents, PowerPoint presentations, and Excel spreadsheets to ensure they are:
- On-brand (templates, logos, fonts, layouts)
- Grammatically correct and well-structured
- Professionally presented for external use
- Apply consistent branding and style across all outgoing documents and reports
- Prepare, update, and maintain templates, checklists, and standard forms as required
Secretarial & PA Support - Manage the diary/calendar of a senior leader (and occasionally another partner), including:
- Scheduling, rescheduling, and confirming meetings
- Managing time zones and avoiding conflicts
- Support email inbox management, including:
- Organizing and flagging priority messages
- Drafting and formatting responses when requested
- Filing and categorizing emails for easier retrieval
- Coordinate internal and external meetings (sending invites, sharing agendas, and follow-up documents)
Team Support & Communication - Act as a consistent point of contact for the team during UK working hours
- Collaborate with approximately 15 team members, providing light admin support as needed (primarily document-related)
- Communicate via email, WhatsApp, Teams, and other tools used by the client (with setup supported by IT team)
Other Duties - Perform general administrative tasks relevant to the business (e.g., file management, simple data entry, basic reporting)
- Follow internal processes and contribute to continuous improvement of document and admin workflows
Qualifications & Experience Must-Have - At least 3 years' relevant experience in:
- Administrative assistant / executive assistant / PA
- Document controller / secretarial / office support roles
- Preferably supporting international (UK/US/AU) clients or companies
- Advanced proficiency in:
- Microsoft Word (styles, formatting, templates, tables, headers/footers)
- Microsoft PowerPoint (slide layouts, charts, visual polish)
- Microsoft Excel (basic to intermediate functions, formatting, simple reporting)
- Excellent written and verbal English, with strong attention to grammar, spelling, and tone
- Proven experience polishing documents for external / client-facing use
Nice-to-Have - Experience supporting professional services (e.g., surveying, engineering, consulting, legal, property)
- Prior experience working in a remote, offshore, or BPO/outsourcing setup
- Familiarity with tools such as Microsoft Teams, WhatsApp, and cloud storage (e.g., OneDrive, SharePoint)
Skills & Attributes - Exceptional attention to detail, especially in written documents and formatting
- Strong organization and time management skills; able to handle multiple documents and requests
- Proactive, reliable, and comfortable working with minimal supervision
- Strong communication skills and ability to work closely with a UK-based team
- Professional, discreet, and able to handle confidential information appropriately
Work Schedule: - 3:00 PM - 12:00 AM Manila time (may change depending on the business need)
Work Setup: - Home-based
- Must have at least 50mbps for both download and upload speed
- Must have own laptop/PC
Note: As part of our recruitment process, we conduct a background check on all hired candidates. Please ensure that all required documents are prepared and submitted promptly.
By clicking on the "I'm Interested" button I hereby allow Outsourced Quality Assured Services, Inc. ("Outsourced") to store and collect my personal information for the purposes of employment application. As such, I agree and authorize Outsourced to collect, store, or continue to use my personal information for the above-stated purpose, and to retain my personal information for a period of 1 year, and for these purposes only.
