The Secretary will be assisting the administrative functions, which could be clerical or administrative in nature, of the Market Group (MG) assigned. Furthermore, this role must have good communication skills as there will be a need to communicate with the different groups within the firm. In addition, there may be instances that you will be needing to act as a reliever to the Group Secretary or render overtime.
Duties and Responsibilities:
Administrative
- Manages and coordinates the daily/weekly/monthly appointments and travels of the Partner.
- Prepares the logistic requirements for Partner's meetings (in-house, on-site, and teleconference)
- Coordinates with HR and/or Travel Management for Partner's travel logistics
- Commitment to discretion and confidentiality concerning sensitive company information.
- Excellent organizational skills, has a proactive mindset, and ability to multitask and prioritize work.
- Flexible work arrangement.
Communication:
- Answers/screens/places phone calls
- Handles incoming and outgoing Partner's letters and documents.
- Drafts correspondences as required by Partner.
- Reviews proofreads, and edits documents developed for Partner's signature.
- Executes professionalism in handling telephone calls and emails.
- Good team building skills and can work with minimal supervision.
Records and office supplies:
- Maintains client-related files, as needed.
- Maintains and updates client mailing database.
- Prepares Partner's weekly time report.
- Prepares Partner's expense liquidation report.
- Prepares time reports of cluster members who are out of the office.
- Monitors and requests office supplies needed by the cluster.
- Has ease in operating all necessary office equipment.
Qualifications:
- Bachelor's/College Degree in any field
- Proficient in MS Office Suite (Excel, Word, and PowerPoint)
- Has ease in operating all necessary office equipment.
- Good in verbal and written Business Communication
- Executes professionalism in handling telephone calls and emails.
- Can do multi-tasking jobs and has good interpersonal skills.
- Exudes professional appearance standards with a positive hospitable attitude.
