The Secretary to the Division Manager is responsible for providing comprehensive administrative support to the Division Manager at So-En Garments Corporation. This role includes managing calendars, coordinating meetings, handling communication, maintaining records, and assisting with specific tasks to ensure efficient operations and facilitate decision making.
General Secretary Duties
Calendar
- Prepare travel itineraries and trip files as needed.
- Maintain the calendar and determine priority events.
- Organize and monitor the Division Managers schedule, including meetings and business trips.
Meetings
- Record meeting minutes when the Division Manager presides, documenting issues, responsibilities, and timelines.
- Convey Division Manager's instructions.
- Route approved meeting minutes and ensure commitments are fulfilled.
- Prepare meeting agendas and arrange facilities as required.
- Receive and route incoming memoranda and documents, arranging mail by priority.
- Participate in administrative meetings to ensure secretarial follow-through.
Public Relations
- Entertain visitors and requests.
- Screen and manage telephone calls, providing information to callers.
- Welcome and direct visitors to the Division Manager, ascertaining the nature of their business.
- Organize and maintain correspondence and records, including making copies when necessary.
Financial and Administrative Tasks
- Schedule and coordinate timely payments for various obligations to avoid penalties.
- Prepare necessary reports and update mail/phone directories.
- Monitor special projects/tasks assigned by the Division Manager.
- File incident reports for incidents with violations, aiming to identify process weaknesses.
Job Qualifications
- Bachelors degree in Business Administration, Office Management, or any related field
- At least 12 years of relevant administrative or secretarial experience
- Proficient in Microsoft Office (Word, Excel, PowerPoint)
- Strong organizational and communication skills
- Basic knowledge of calendar and meeting management
Additional Requirements
- College graduate
- No visible tattoo
- With SSS, Pag-IBIG, PhilHealth, TIN
