Administrative Assistant | Strategy and Quality Management Office
Ateneo de Manila University
- Quezon City, PhilippinesKatipunan Loyola Heights, Quezon City, Metro Manila, PhilippinesQuezon CityMetro ManilaPhilippinesPhilippines
- Penuh waktuFULL_TIME
Deskripsi Pekerjaan
Summary of Work Activities and Responsibilities:
Under the supervision of the Director, the Administrative Assistant provides frontline, secretarial, administrative, logistical, and general office management support. S/he also coordinates and liaises with third party service providers and ensures that confidentiality & discretion in handling restricted information and personal data are observed.
Main Duties and Responsibilities:
1. Secretarial and Administrative Support
- Oversees and manages the calendar, meeting, and appointment schedules of the Director
- Handles coordination and logistical support requirements for meetings, events, and activities including those headed by the Director and/or its other administrators
- Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
- Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support to offices or committees looking into University strategies, rankings, and accreditations
- Takes minutes of meetings to document significant and important points
- Drafts letters, announcements, and correspondences of the office for review and approval of the Director
- Attends to inquiries and requests from stakeholders and visitors from various communication channels
2. Office Management and Facilities Support
- Acts as attendance custodian of the Office
- Summarizes and prepares monthly attendance report
- Monitors attendance and follows-up submission/filing of leave forms
- Monitors the inventory of office supplies and resources regularly
3. Communication and Information Dissemination Support
- Drafts content, press releases, feature articles, and/or write-ups for the Office, as a way to encourage, involve, and showcase the University’s strategies, rankings, and accreditations
- Recommends design, layout, and content for the Office’s collaterals whether print or digital, based on the intended communication strategy
- Coordinates with UMCO for posting of articles and write-ups
- Serves as repository of all SQMO communication materials
4. Records Management Support
- Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
- Records incoming and outgoing mails and documents for signature when needed
- Assists in gathering and preparing data and drafts reports needed by the Director
- Assists in preparing, collating, and distributing documents needed for meetings
- Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
- Updates office database and maintains files and records of correspondences, documents and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy
5. Financial and Accounting Support
- Maintains and tracks the Office’s financial resources by monitoring the expenses vis-à-vis the budget of the Office
- Prepares and processes financial documents for endorsement by the Director and for submission to the Central Accounting Office (CAO)
- Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
- Keeps financial records and expense accounts of the office to ensure that all financial documents are properly supported.
6. Performs other office-related tasks as may be assigned by immediate supervisor or authorized representative
Kualifikasi Minimum
Education and Experience Requirements:
- Bachelor’s degree
- With at least 1 to 3 years of relevant work experience
Knowledge, Skills, and Abilities:
- Knowledge of office management systems and procedures
- Basic Accounting and Financial Management skills
- Proficient in MS Office applications
- Knowledge and skills in records management and safeguarding confidential records
- Excellent organizational, planning, and time management skills
- Good interpersonal, networking, and partnering skills
- Strong attention to details
- Good oral and written communication skills
Ringkasan Perkerjaan
- Tingkat Posisi
- Supervisor / Asisten Manager
- Spesialisasi
- Administration and Coordination
- Persyaratan tingkat pendidikan
- Lulus program Sarjana (S1)
- Respon rekruter ke lamaran
- Once in a while
- Alamat Kantor
- Katipunan Loyola Heights, Quezon City, Metro Manila, Philippines