Administrative Assistant
Stradcom Corporation Taguig
- Coordination and General Administrative Functions
- 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
- 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.
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