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The Administrative Assistant is responsible for providing secretarial, clerical and administrative support in the department that s/he is assigned to. S/He ensures the efficient flow of administrative services in the department. S/He serves to relieve his/her supervisor of administrative details by preparing, compiling, and summarizing data through the preparation of reports. S/He may be tasked to participate in a project that aims to improve some specific areas of the department either working independently or as a member of cross functional team. May be requested to train and mentor junior personnel and tasked to provide performance assessment of staff.
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Additionally, s/he is responsible for safeguarding confidential documents and information. S/He participates in improving process/quality of service in the department, and performs other duties as directed by immediate superior.
Job Duties & Responsibilities
Prepares reports and vital presentations in an accurate and timely manner; provides the analysis of these reports to the department head.
Coordinates with other departments in preparation for equipment, documentations, minutes, among other needs for meetings, seminars, symposium, etc. organized by the department.
Facilitates the logistical requirements for the department head’s official business travels, i.e. booking of transport, room reservations, etc.
Responsible for maintaining the efficient flow of department communication which involves, but is not limited to: meeting invite/memo, reminders regarding appointments, deadlines of reports, etc.
Establishes and maintains monitoring tools for the management of documents in the department, which covers, but is not limited to: filing, records’ retrieval, correspondence logs, and etc.;
Maintains the general filing system and ensures efficient monitoring of reports in the unit.
Responsible for the safeguarding confidential documents, sensitive business contacts and sensitive personal details of the department / department head. Ensures that these details are disclosed only upon the mandate of the department head.
Qualifications
A graduate of any four year course.
With one to two (1-2) years previous work experience as Secretary; work experience in a corporate setting is preferred.
Knowledgeable in basic Microsoft Office application.
Has good administrative skills
Effective verbal and listening communications
Good English communication skills, both oral and written. Preferably, can communicate in Visayan and Tagalog language.
