Provides secretarial duties in support to the General Manager and to ensure effective coordination with various departments within the organization.
2.0 DUTIES AND RESPONSIBILITIES:
2.1 Performs a variety of executive clerical support to the General Manager which may be highly confidential and sensitive.
2.2 Coordinates office management activities for the General Manager.
2.3 Operates computers to prepare and produce all necessary documents and reports.
2.4 Composes letters and memoranda in response to incoming mail or calls. Coordinates between the General Manager and subordinates or others; exchanges information; transmits directives, instructions, and assignments; and follows up on status of assignments.
2.5 Reads and screens incoming correspondence and reports, makes preliminary assessment of the importance of the materials and organizes documents, handles some matters personally and forwards appropriate materials or documents to the General Manager for signature.
2.6 Receives and screens incoming calls and visitors, determines which are priority matters, and advises the General Manager accordingly. Attends to inquiries and makes referrals to appropriate staff.
2.7 Coordinates and facilitates the General Manager’s calendar to arrange appointments, meetings, and conferences. Confirms the schedule to the General Manager for appointment requests.
2.8 Prepares agenda and collects materials for meetings and conferences; takes minutes and keeps records of proceedings as required.
2.9 Updates General Manager on the status of issues before any scheduled meetings.
2.10 Takes and transcribes dictation on technical and confidential matters from the General Manager as required.
2.11 Informs staff and others on the position of the General Manager on issues.
2.12 Compiles, assimilate and prepare confidential and sensitive documents and brief the General Manager regarding contents.
2.13 Maintains custody and upkeep of office equipment, office supplies, company keys as well as record of correspondence, memorandum and the like.
2.14 Compiles and maintains important documents, records, statistical information and reports.
2.15 Established and maintains various filling and records management systems.
2.16 Attends meetings as the General Manager’s representative and reports on the proceedings.
2.17 Makes domestic and foreign travel arrangements, prepares itineraries, prepares and compiles travel vouchers, and maintains travel records.
2.18 Participates and may coordinate committees or task forces, as assigned.
2.19 Performs related work as assigned.
3.0 EDUCATION, SKILLS AND EXPERIENCE:
3.1 Education:
ØCollege graduate with four (4) years related course in Business Management.
3.2 Experience:
ØAt least three (3) years related experience in Executive Office operations
3.3 Others:
ØGood communication and personal relation skills
ØComputer literate
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