Monitors and coordinates the daily/weekly/monthly appointments and engagements under Office of the AVP/Advisor for Strategy & Head
Provides support and required logistical preparations or requirements for meetings and other scheduled business engagements under Office of the AVP/Advisor for Strategy & Head
Coordinates schedule of meetings with concerned Departments/Divisions or other individuals outside the organization
Books official business travel arrangements under AVP
Greets and assists guests under Office of the AVP/Advisor for Strategy & Head
Responds to phone calls promptly and forward calls to Office of the AVP/Advisor for Strategy & Head
Ensures that all equipment in AVP/Advisor's office are in proper condition
Coordinates repairs for office equipment and/or facilities and monitor the schedule and execution of their preventive maintenance
Take minutes of Office of the AVP/Advisor for Strategy & Head's meeting, as required
Coordinate all required janitorial services with cleaners to ensure that the Office of the AVP/Advisor is always kept clean and orderly
Documents and Records Management Functions
Ensures consistent recording and transmittal of internal/external communications and correspondences
Receives and sorts mails, forwards letters and personal billings, etc. under Office of the AVP/Advisor and provides relevant information related to these documents whenever necessary
Records incoming and outgoing documents regularly; photocopies received, or outgoing documents as needed, and routes signed documents to intended recipients, whenever necessary
Prepares the following under Office of the AVP/Advisor:
Routine correspondences and letters as requested;
Cash advance & expense report
Notice of Meeting
Mobile Prepaid Cards
Request for Payment
Purchase requisition/capital expenditure request
Transport service scheduling for offsite visit, training, seminar and other related official business activities/meetings
Processes Cash advance, Request for Payment, and Purchase requisition/capital expenditure request upon approval of AVP/Advisor
Submits all processed and approved payment request forms to the Finance Department
Keeps confidentiality of oral and written communication heard or read that are sensitive in nature
File Organization and Office Supplies Inventory Functions
Consolidates and files hard and soft copies of documents such as relevant emails, Training Materials/handouts under Office of the AVP/Advisor, and other important files
Maintains an organized filing system to easily retrieve all files, correspondences, and documents as may be needed or required under Office of the AVP/Advisor
Photocopies, scans, binds documents, organize files in specific folders/envelopes, and performs other administrative tasks, as may be needed
Maintain an inventory and safekeeping of office supplies such as sample toner, ink, bond paper, folders, etc
Monitors the release of the office supplies needed under Office of the AVP/Advisor to ensure supplies replenishment before stocks are depleted
Other Tasks
Provides support and assistance in organizing special meetings, affairs, or gatherings by sourcing and coordinating with suppliers, food concessionaires/providers for these events, etc. and with other tasks as instructed or directed by AVP/Advisor
Adheres to approved policies and the prescribed rules and regulations of the Company
Performs other duties that may be required from time to time
Minimum Qualifications
Graduate of any 4-year course
Physically fit to perform the job
Ability to follow instructions and organize tasks
Oral & written communication skills
Ability to be accurate and detail-oriented especially on written reports
Stress-tolerant
Has good time management skills
With pleasing personality and good interpersonal skills
Trustworthy and loyal to the Company
Must have at least 1-year work experience as a secretary or administrative assistant.
Work experience in a similar work environment is an advantage.
