Administrative Assistant

Job Description

Job description

Outsourced.ph is a leading ISO certified Philippines offshore outsourcing company that provides dedicated remote staff to some of the worlds leading international companies. Outsourced is recognized as one of the Best Places to Work and has achieved Great Place to Work Certification. We are committed to providing a positive and supportive work environment where all staff can thrive. As an Outsourced staff member, you will enjoy a fun and friendly working environment, competitive salaries, opportunities for growth and development, work-life balance, and the chance to share your passion with a team of over 1000 talented professionals

Role Overview The Administration Assistant provides high-quality, proactive administrative support to Financial Planners. The role is critical to ensuring efficient client service delivery, accurate documentation, compliance adherence, and smooth day-to-day operational workflows.

This position suits a highly organized, detail-oriented individual with a strong client-service mindset and the ability to manage multiple priorities in a fast-paced financial planning environment.

Key Responsibilities

Client & Adviser Support

• Prepare word-processed outputs including financial reports, investment research, portfolio modelling, review documentation, and client correspondence.
• Support advisers with preparation of Records of Advice (ROAs), review packs, applications, and client-related documentation.
• Manage and coordinate client communications including appointment bookings, confirmations, and follow-ups.
• Prepare and submit client applications across relevant product providers and platforms.
  
  

• Complete all paperwork associated with client advice, administration, and compliance activities.
• Accurately complete FSC forms for all new clients in line with compliance standards.
• Maintain accurate digital filing of scanned documents and email correspondence in accordance with internal naming conventions and filing procedures.
• Record review communications and file notes within Pluto soft (CRM).
  
  

• Maintain and update client records within Pluto soft and Mailchimp.
• Prepare and manage Mailchimp campaigns as required.
• Prepare, process, and manage DocuSign envelopes, including filing completed documents and updating workflows.
• Track Adviser Service Agreements (ASAs) and manage ongoing review lists within established frameworks.
• Oversee workflow management to ensure tasks are completed within required timeframes.
• Escalate issues promptly where deadlines or workflow bottlenecks arise.
  
  

• Manage diary scheduling and coordinate appointments accurately.
• Prepare, maintain, and action review lists and call lists.
• Assist with general office administration including scanning, filing, mail handling, and office supplies.
• Support continuous improvement by reviewing administration processes and identifying opportunities for enhancement.
• Assist with other duties as directed by management or Financial Planners.
  
  

• Confidence using Microsoft Outlook and Office applications (Word, Excel).
• Experience with or willingness to learn CRM systems (Pluto soft preferred).
• Experience with DocuSign, Mailchimp, PDF editors, and form preparation tools.
• Strong digital filing and document management skills.
  
  

• Excellent organizational and time-management skills with the ability to prioritize effectively.
• High attention to detail and strict adherence to deadlines.
• Strong written communication skills.
• Ability to work independently and collaboratively within a team.
• Professional, discreet, and able to maintain confidentiality at all times.