Administrative Assistant

Summary The Administrative Assistant VI attends to all matters related to coordinating the administrative and logistical requirements of the office. The Administrative Assistant VI provides administrative support for various matters and events organized by the Unit Head. Main Duties And Responsibilities Manages meeting schedules, coordinating and keeping track of the University-level schedules, agenda, and resolutions. Arranges meetings, prepares background materials, transmits pertinent notices and information, confirms attendance of participants, and conducts follow-up on action items. Prepares materials and attends to the logistical preparations and arrangements needed for meetings. Finalizes approved/amended minutes of meetings by affixing the official letterhead. Proofreads and conducts minor edits (e.g., formats, resolution numbers) on draft minutes. Prepares and sends online forms for resolutions for approval, and monitors response rates. Surveys resolutions related to officers of government agencies that have projects with some units in the University. Assists in drafting correspondence and letters, based on instructions from the Unit Head and affiliates. Attends to administrative work related to nominations and appointments to high-level committees. Releases communications to intended stakeholders, including requesting nominations of appointees. Coordinates travel arrangements for those coming from out of town to attend meetings, and prepares reimbursement requests for transportation expenses. Gets Ateneo gate pass stickers for vehicles of committee members. Coordinates arrangements for guests of the Unit Head. Provides support services for various University functions and activities. Oversees planning and preparations for University-sponsored events. Represents the Unit in committees for events under the Cluster, regarding event details. Assists in administrative and logistical work for gifts/souvenirs/tokens for Christmas and special events. Attends to communication materials, using templates, related to the Committee on Faculty Rank and Permanent Appointment (CFRaPA). Prepares faculty permanency and promotion letters, including drafting individual letters and community announcements. Serves as frontline staff: screens visitors, accompanies them to designated venues, and ensures prompt, efficient, and professional service. Drafts correspondence and memos for the Unit Head, including releasing approved communications using official formats and channels. Acknowledges and responds to email senders within authorized guidelines. Forwards important announcements to relevant offices in the University. Properly logs correspondences and updates data and documents in the Appointments Registry Site. Attends to requests for funds, prepares the disbursement process, and follows up on requests. Assists in arranging team-building and rest and recreation activities for the Unit, including proposing visit areas and a summary of expenses. Keeps records of confidential files, correspondence, and meeting minutes; maintains an organized and secure filing system. Prepares documents to be filed with pertinent government agencies. Minimum Qualifications Knowledge, Skills, and Abilities Values Alignment: Incorporates University values into daily unit activities. Project Management and Program Development: Proficient in project management techniques with the ability to oversee program development and implementation. Time Management: Strong work ethic, systematic approaches, and effective task management. Organization: Establishes unit priorities, considers risk, and allocates resources. Accountability for Results: Guides and supports the team in achieving goals by providing resources. Critical Thinking and Problem-Solving: Uses critical thinking to assess challenges and develop innovative solutions. Collaborative and Networking: Builds and maintains professional relationships with stakeholders and collaborators. Office Management: Knowledge of proper office etiquette and protocols. Oral and Written Communication: Clear and concise communication; proficient in English; able to convey complex concepts to diverse audiences. Teamwork and Collaboration: Builds synergies within the unit and with external teams. Technological Proficiency: Proficient in Microsoft Office and online communication platforms. Education And Experience Requirements Bachelor’s Degree. 3-5 years of work experience in an educational institution. Experience providing administrative support to top management. Seniority level Associate Employment type Full-time Job function Administrative Industries Higher Education #J-18808-Ljbffr