Project Assistant | Ateneo Center for Asian Studies  

Summary of project scope

The Project Assistant provides project and research management support to the executive director and project leaders in the implementation of research projects, short courses, conferences and events. The activities entail, among others, communication and public relations activities, fundraising, donor relations and day-to-day office management that pertain to all activities including those of the Asian Studies Association of the Philippines (AsiaPhil).

Details of Principal Accountabilities and Project Deliverables

1. Office Operations

• Prepare a draft of correspondence, reports and similar materials;
• Respond to and distribute incoming communications (including e-mail and other online channels);
• Receive and interact with visitors
;
• Assist in board meetings, meetings of project steering committees;
• Take minutes of meeting;
• Perform routine office functions such as
  • Answer telephone calls, manage schedule of Director, etc.;
  • Procure and ensure that office supplies and equipment are adequate;
  • Housekeeping tasks to ensure that the office is orderly, clean, and secure;
  • Maintain and manage files
  • Attend to visitors

2. Events and Project Management

• Assist the Program Officer and project leaders as follows:
  • Prepares event management plan
  • Prepares budget
  • Assist in carrying out and evaluating plan
  • Documentation and reporting
  • Prepares write-ups for news media outlets
  • Updates ACAS media outlets eg website, social media, bulletin board, etc regularly; Liaison with partners, students, and visiting fellows

3. Research

• Assists in locating literature, data-gathering and other research activities

4. Financial Transactions

• Assists in determining funding needs of operations
• Processes reimbursements, payments, request for funds,
• Assists in preparing monthly and quarterly financial reports.

5. Others

• Performs other functions which reasonably fall within the scope of the above functions and which are relevant to the center’s operations.

Description of Education, Competence, and Experience required

• Bachelor’s Degree graduate in any field, preferably in the Social Sciences and Management
• Above average communication skills, especially in English
• Skills in handling digital tools for office management and communication
• Good office organization skills, e.g., filing; knowledge of Asian region
• Excellent interpersonal skills for building and fostering networks
• Team-oriented; favorable attitude towards learning new skills and knowledge
• At least one-year work experience in project management or office administration; or equivalent experience