Administrative Assistant VI

4 hours ago

Quezon City, National Capital Region, Philippines Ateneo de Manila University Full time ₱250,000 - ₱500,000 per year

Summary of Work Activities and Responsibilities

The Administrative Assistant VI provides administrative, secretarial, logistical and financial support in the day-to-day operations of the Office.

Main Duties and Responsibilities

I. Frontline and Secretarial Support

  • Attends to inquiries and requests from stakeholders and visitors from various communication channels (e.g., face-to-face, online, phone, office email) and coordinates the flow of information internally and with other offices concerned
  • Receives and records office correspondences and communication materials and carries out appropriate actions
  • Oversees and manages the calendar, meeting, and appointment schedules of the Director
  • Attends and takes minutes of meetings to document and summarize important points highlighted for reports

II. Resource Management Support

  • Ensures that office supplies and resources are replenished, properly

    stored, and in good working condition
  • Monitors the overall condition and maintenance of the Office vehicle as reported by the Messenger and coordinates its repair and maintenance accordingly
  • Oversees the physical upkeep of the Office and coordinates job order requests with the Central Facilities Management Office (CFMO) for repair and maintenance
  • Assists the Director in preparing the budget proposal of the Office for the fiscal year by compiling materials and documents required for submission during the budget season
  • Maintains and tracks the Office's financial resources by monitoring expenses and preparing reports vis-à-vis the approved budget of the Office

III. Coordination and Logistical Support

  • Handles coordination and logistical support requirements for meetings, events, and activities
  • Collates and prepares the Office's Christmas gift list and facilitates the gift distribution to the University offices and stakeholders

IV. Data and Records Management Support

  • Maintains pertinent files and records (e.g., official receipts, sales invoices, delivery receipts, etc.)
  • Facilitates the disposal of old files and records according with the University and Office guidelines

**V. Performs other work-related tasks as may be required by the immediate supervisor and authorized representative

Knowledge, Skills, and Abilities**

  • Administrative Support Skills
  • Basic Accounting Skills
  • Communication Skills
  • Technological Savvy
  • Time Management Skills
  • Customer Service Skills
  • Coordination Skills
  • Records Management
  • Attention to Detail
  • Service Orientation

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