Executive Secretary  

Activity Management

• Manages and coordinates the daily/weekly/monthly appointments, engagements and travels of the group
• Provides the required logistics for meetings, special assignments and travels of the group
• Coordinates schedule of meetings with concerned departments/ divisions or outside entities; and,
• Generates and prepares reports required by the group.

Communications

• Records & disseminates incoming and outgoing letters and document
• Ensures recording and transmittal of external communication (i.e. outside the Company);
• Photocopies documents and disseminates it to its intended recipients;

Prepares the following for the Department:

• routine correspondences and letters as requested;
• cash advance & expense report;
• notice of meeting;
• request for payment;
• purchase requisition/capital expenditure request; and,
• Keeps confidentiality of oral and written communication heard or read that are sensitive in nature.

Records & Office Supplies

• Organizes an effective filing system that will enable her to easily retrieve all files, correspondences and documents;
• Maintains a contract inventory and safekeeping of project supplies
• Monitors and controls office supplies needed by the group.

Minimum Qualifications

• Education: Completion of at least a four-year degree in any field.
• Experience: Minimum of 1 year of experience as a secretary or administrative assistant, demonstrating proficiency in administrative tasks and office management.
• Computer Skills: Proficient in using MS Word, Excel, and PowerPoint, with the ability to create, edit, and format documents, spreadsheets, and presentations.

Competencies:

• Communication Skills: Strong oral and written communication skills to effectively coordinate with other departments.
• Critical Thinking: Can analyze situations and solve problems efficiently.
• Time Management: Knows how to prioritize tasks and meet deadlines.
• Attention to Detail: Enures accuracy and precision in handling documents, data, and information.
• Teamwork and Proactive Attitude: Able to work collaboratively with colleagues and has the willingness to assist others.