Advisory Group Secretary

     We are seeking a highly motivated and talented Advisory Group Secretary to join our team with a passion for being proactive, organized, and detail-oriented. This role is essential in ensuring smooth office operations, efficient project coordination, and effective communication across and internal and external stakeholders. If you thrive in a dynamic fast working environment and enjoy supporting teams to deliver high-quality work, this role is for you. This role will be positioned in our main Philippine Haskoning office in Makati City. 

What you do as an Advisory Group Secretary

     The Advisory Group Secretary plays a key role in supporting project coordination, maintaining organized records, and handling day-to-day administrative needs in a fast-paced engineering consultancy environment. Here are your key areas of responsibility:

Administrative & Clerical Support

• support the Personal Assistant in coordinating calendars, meeting schedule, and appointment
• prepare, format, and revise letters, memos, reports, presentations, and other documents and in general ensuring typographical accuracy of these types of communication
• handle incoming and outgoing communications, including phone calls, emails, and office correspondence
• distribute information to relevant stakeholders
• gives timesheet reminders to team members
• work with the Personal Assistant to book regular meetings and prepare content i.e. Digital Way of Working sessions, Advisory Group meetings, etc.
• maintain accurate filing systems (digital and physical) for project documents, contracts, permits, correspondence, and other records
• provide general office administration support (photocopying, filing, archiving)

Project & Engineering Support 

• assist in compiling project documentation such as proposals, bid documents, design submissions, technical reports, and QMC audits
• track project deadlines, deliverables, and document submissions
• update monthly project Health Checks (HC)
• coordinate with engineers, suppliers, contractors, and clients for document requests and scheduling needs
• help ensure compliance with local regulatory requirements as required
• responsible for alignment of the production of CVs, PRS and CRM for the resident director/director advisory group as required

Office Operations 

• arrange logistics for meetings, trainings, and site visits (venue bookings, travel arrangements, minutes of meetings, etc.)
• make travel arrangements and bookings (as required)
• support recruitment efforts including scheduling interviews, onboarding of new hires by preparing documents and coordinating with HR/IT
• assist in planning of CSR activities/ team building event, Christmas event, coordinate with possible beneficiaries/suppliers, organize budget, and procure necessary materials
• support the finance officer and project managers in financial and compliance matters

Where you will work

     At Haskoning, you will join an independent, employee-owned international consultancy that combines engineering, design, and consultancy services with software and technology. Our mission, "Enhancing Society Together," drives us to create a positive impact in the world. 

     We offer purpose-driven and challenging work in diverse international projects, leveraging our 140+ years of expertise. With over 6,800 employees in more than 25 countries, we work together to turn challenges into opportunities and make a real impact on society. We collaborate with leading clients in markets such as infrastructure, climate resilience, renewable energy, decarbonization of industry, and sustainable mobility. 

     Our Philippine office consists of colleagues based in our main office Makati and across project sites. As a team, we excel in a wide variety of services and have a significant and growing portfolio of opportunities in the fields of climate resilience (river basin management, flood mapping, coastal protection, drainage, climate adaptation), maritime (land reclamation, dredging, ports, harbors, and jetties) and renewables (offshore wind and solar). Our clients range from government bodies, development institutions (World Bank, ADB, etc.) to private developers. We provide them with a range of services throughout the various phases of a project: from inception, through master planning, feasibility, design all the way to construction management. Our projects are in the Philippines, but we also provide support within the APAC region and globally. Please feel free to visit our career page to know more about our projects and our working culture. 

What you bring

     You are highly motivated, quick learning, and you have a passion for what you do. Among your competencies/skills are the following: 

Experience

• at least 2-3 years of administrative or secretarial experience (corporate office setting is preferred)
• diploma or bachelor's in administration or secretarial studies

Skills

• excellent organizational skills and strong attention to detail
• strong written and verbal communication skills in English
• proficient in MS Office (Word, Excel, PowerPoint), email management, and digital filing
• ability to multitask, prioritize, and meet deadlines
• ability to work on a variety of projects and manage time effectively
• takes ownership of tasks from start to finish, seeking assistance when needed
• promotes and uses a Digital Way of Working
• familiarity with engineering documentation and terminology (advantage) 

Core Competencies 

• strong interpersonal and communication skills
• teamwork and collaboration
• professional demeanor
• confidentiality and integrity
• customer service orientation
• adaptability in a technical environment
• versatile, proactive, and energetic

What we offer you

     At Haskoning, you will collaborate with an engaging and supportive team, enabling you to develop your skills while working on challenging and diverse projects in the Philippines. You will have opportunities to advance by working on future projects both locally and globally, contributing to your growth within the company. Additionally, we offer:

• a creative, digital, and dynamic environment
• work with passionate, dedicated, and supportive colleagues
• a market competitive salary and healthcare benefits for you and your family
• bonuses based on company profit
• organized team events designed to enhance team spirit and collaboration
• lifelong learning by offering you plenty of training & development opportunities (example: access to LinkedIn learning or taking part of learning weeks organized by our HR Talent Management team or external trainings)

Are you our new colleague?

     We would like to meet you! Click on the apply button and upload your resume and motivation letter. After receiving your application, we will give you feedback as soon as possible. The application process then consists of 1-2 interviews. Are we all enthusiastic after this? Then you will receive an offer from us, and we will be happy to welcome you on board! 

     For more information, you can always contact Michelle Spoor (recruiter water and maritime Philippines) at [email protected]. Due to the privacy law, please submit your application via the apply button and not via email. 

     At Haskoning, we are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered. Our mission of "Enhancing Society Together" drives us to create an environment that embraces each individual’s unique background, identity, and perspective. Regardless of your experience, background, age, gender, or other personal characteristics—you are welcome here. We believe that diversity makes us stronger and that an inclusive culture gives everyone the opportunity to grow and contribute. Read more about our ED&I initiatives at our dedicated webpage.

Acquisition for this vacancy by agencies is not appreciated and offered candidates will not be taken into consideration.