Administrative Assistant

Job Purpose

General administrative support for Chief Operations Officer. Administrative support for Associate HR Manager

Responsibilities

Administrative Work

1. Provide administrative support to the Chief Operations Officer.

2. Receives/ screens incoming calls and visitors, determines which are priority matters, and alerts the heads accordingly. Facilitate the composition of memos and letters for both internal and external use.

3. Prepares agenda, collects materials for meetings, takes minutes, and keeps records of proceedings. Distributes minutes of meetings to assignees as instructed by the facilitator.

4. Compiles and maintains business records, statistical information, and reports. Establishes and maintains various filing and record management systems.

5. Maintains the executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.

Other Administrative Work

· Track, collate, and keep a file of all training records/documents/trackers. Track, collate, and keep file of recruitment records/documents/tracker.

· Track, collate, and keep the handbook and receiving copy. Process end to end process of flight and accommodation in the assigned division/department. Process and provide the document government records/documents needed by the employee (PhilHealth, TIN)

· Facilitate, create, and release quarterly newsletter

· Administrative support/assistant to HR and Training events

· Other tasks/functions assigned by the immediate superior

Qualifications

• College graduate
• Full understanding of HR functions and best practices
• Work well under pressure and meet tight deadlines Computer literate
• High on initiative and attention to details
• Ability to accurately follow instructions