Administrative Support Professional

4 days ago

Ermita Manila, Philippines Panoptik Global Full time
Job Description

The incumbent assumes a key role in ensuring the smooth functioning of assigned areas of work, operating under general instructions and relying on their experience and precedents to ensure compliance with organizational or department-specific procedures, practices, rules, and regulations.

Most of the work is scrutinized by the incumbent for correctness and appropriateness, with occasional reviews by supervisors to evaluate performance and overall quality. Correspondence is signed or cleared by the originator, while specific assignments are verified by the originator and/or the Assistant to the Head/Director.

The incumbent is expected to provide guidance to colleagues on organizational and department-specific administrative procedures and practices, while also receiving visitors and telephone calls with tact and discretion, acting accordingly based on the nature and urgency of each situation.

  • Receiving and directing visitors and phone calls appropriately
  • Providing background information for meetings with official visitors and staff members
  • Monitoring requests for goods and services, including receipt, payment, and inventory requirements

CORRESPONDENCE:

  • Drafting general or administrative correspondence on own initiative or as instructed, finalizing correspondence/reports for signature/clearance
  • Verifying outgoing correspondence adheres to organization and department styles, checking language, grammar, and accuracy prior to submission for signature and clearance
  • Analyzing incoming correspondence and requests, researching and obtaining background information as needed, identifying areas requiring action by professional staff and drawing their attention to specific items

BUDGET & FINANCE:

  • Assisting in monitoring project and task progress in the GSM/Oracle work plan
  • Providing team members with timely information on project and task budget ceilings, award budgets, expenditure, and funds available as required
  • Monitoring income and expenditures for planning purposes

INFORMATION MANAGEMENT:

  • Creating and maintaining filing systems, continually reviewing and updating information to ensure its effectiveness and efficiency
  • Obtaining documents and information from internal and external sources as required, performing information searches (library, internet) as requested

MEETING ADMINISTRATION:

  • Arranging and coordinating administrative preparation for meetings, seminars, workshops, including invitations, costs calculations, and travel requests; assisting with document preparation, dispatching materials, and liaising with participants and others involved
  • Preparing presentations using PowerPoint and other software packages on own initiative or as instructed
  • Scheduling weekly team and ad hoc meetings according to schedules and needs, taking and preparing minutes

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