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executive assistant

3 months ago

Manila, National Capital Region, Philippines DIRECT ELECTRIX EQUIPMENT CORPORATION Full time

Job
Title: Executive Assistant

Department:
Project and Trading Department

Reports
to: AVP-Project

SUMMARY
OF JOB:

The Executive Secretary's main
responsibility is to assist the department head in monitoring and coordinating
with the main office and department staff. She is also responsible in filling
and safe keeping all the branch / department's file and documents. As the
designated Document Controller, she will be responsible for the timely,
accurate, and efficient preparation and management of documents. Make sure the
numbering / tagging, sorting, filing, storing and retrieval of both electronic
and hard copy of documents produced by the technical teams, projects or
departments.

DUTIES
& RESPONSIBILITIES:

Below are some, but not limited to, the duties and
responsibilities of the Secretary/ Office Coordinator:

Assist the department head in monitoring and
tracking the status of all job order request given to the department.
Assist the department head in monitoring the
schedule and flow of work being done at the project site and ensure flow
of report is received by the department in a timely manner.
File and safe keep all the documents of the Project
and Trading Department, by category and can comply documentary
requirements for pre-bidding / prequalification for projects.
Assist the department in coordinating with all
departments concerns at, and the Head Office, specially meetings and
activities in which the AVP-Project need to attend.
Handles other incoming calls for the
AVP-Project, and keep track of appointments and office activities of the
department.
Completes requests by greeting customers, in
person or on the telephone, and answering or referring inquiries.
Assist the production department and sales
department for the clients' plant visit at the site.
Manages department schedule by maintaining calendars
for department personnel and arranging meetings, conferences,
teleconferences, and travel requests.
Prepare and manage report and documents.
Will prepare the minutes of every meeting
conducted at the Project and Trading Department.
Enhances effectiveness by providing
information and management support.
Produces information by transcribing,
formatting, inputting, editing, retrieving, copying, and transmitting
text, data, and graphics.
Organizes work by reading and routing
correspondence; collecting information; and initiating telecommunications.
Maintains customer confidence and protects
operations by keeping information confidential.
Prepares reports by collecting information and
can keep track the AVP-Project with project management activities from
planning, mobilization, implementation and demobilization of projects.
Maintains office supplies for the department
and inventory by checking stock to determine inventory level; anticipating
needed supplies; placing and expediting orders for supplies; and verifying
receipt of supplies.
Request materials as per advice by immediate
superior.
Secures information by completing database
backups.
Provides historical reference by utilizing
filing and retrieval systems.
Maintains technical knowledge by attending
educational workshops and reading secretarial publications.
Contributes to team effort by accomplishing
related results as needed.
Able to familiar parts and components of electrical equipment
Handling
intake/incoming/outgoing, scanning, verification, and storing documents.
Filing
and archiving relevant documentation.
Retrieving
files for other employees and client's when needed.
Checking
and editing documents for accuracy and compliance.
Controlling
the flow of documents in and out of the department.
Reporting
errors or developments regarding document storage.
Updating
and maintaining document management systems and physical records.
Maintaining
the security of confidential documents.
Assisting
employees with accessing documents through our document management system.
Other related duties assigned as an Executive Secretary/Data
Controller.

QUALIFICATIONS:

To
perform this job successfully, an individual must be able to perform each
essential duty satisfactorily. The requirements listed below are representative
of the knowledge, skill, and/or ability required / specific qualifications;

·
Graduate of any
4-year course

·
Female, and at least
3 to 5 years experience in an office environment

·
Time-oriented
approach to handling queries and tasks

·
Strong work ethic and
desire to succeed

·
Ability to read and
interpret documents

·
Ability to
efficiently organize and manage multiple priorities.

·
Strong verbal and
written communication skills

·
Must possess computer
proficiency and keyboarding skills including familiarity with the computer
programs of MS Word, Excel and Power point

·
Must have strong
commitment to company values and the ability to work in a team and sales driven
environment.

·
Attention to detail

·
Well organize

·
Good team player and
can motivate the team

·
Above average
analytical and mathematical skills

·
Respectful and Honest

·
Can work under
pressure and pro-active

·
Can work unsupervised

·
Has ability to
prioritize workload

·
Respectful and Honest

·
Can work under
pressure and pro-active

·
Advance communication
skills, speaking and written skills

·
Can work unsupervised

·
Knowledgeable in MS
office programs

·
Has ability to
prioritize workload


Summary of role requirements:

Flexible hours available2-3 years of relevant work experience required for this roleWorking rights required for this role