Executive Secretary

23 hours ago

Makati City, National Capital Region, Philippines Rchitects Inc. Full time $40,000 - $60,000 per year

Performs advanced and confidential secretarial duties requiring broad experience, skills and knowledge of the firm's policies and practices. Prepares correspondence, reports, etc. Composes routine correspondence. Screens telephone calls and visitors, and resolves routine and some complex inquiries. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Prepares and distributes minutes of meetings. Petty Cash Fund Custodian.

General Admin

  • Prepares correspondence, reports, and materials for publications and presentations.
  • Maintain calendar of activities
  • Prepares and maintains copies of expense report of the Principal
  • Creates, transcribes, and distributes meeting agendas and minutes.
  • Performs general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
  • Maintains hard copy and electronic filing system.
  • Maintains database of clients, consultants and other important contacts.
  • Checks daily e-mail messages of the Principal and ensures prompt reply or as instructed.
  • Maintains sufficient number of updated copies of Company Profile
  • Performs other tasks as assigned.

Petty Cash Fund

  • Petty Cash Fund (PCF) custodian
  • Weekly liquidation of PCF (every Friday)
  • Replenishment of PCF (request to be submitted together with the liquidation report signed and approved by the General Manager)
  • Checks correctness and validity of cash requests and receipts submitted by employees.
  • Ensures availability of receipts, invoice and proof of payment when required.

Coordination and Supervision

  • Supervises messengers and drivers
  • Travel arrangements (bookings, advise to insurance company, purchase of ticket etc.) for the Principal
  • Setup accommodation and entertainment arrangements for company visitors.
  • Handles and screens telephone calls in a very courteous and professional manner.
  • Oversees all activities and schedule of driver assigned to the Principal
  • Coordinates with the Building Admin and ensure dissemination of required information to employees
  • Attend to personal errands of the Principal ensuring that all appointments are timely coordinated.

Corporate Matters

  • Safekeeps corporate documents such as SEC Registration, Business permit (other permits and licenses) and ensure confidentiality and control of release of such documents
  • Secures/ renews insurance policy, permits and licenses
  • Vehicle registration
  • Observes and ensure compliance to the firm's policies and procedures.
  • Responsible for personal and professional development.

Job Requirements

Technical Skills

  • Excellent skills in using MS Office (Word, Excel, PowerPoint), Internet and other software applications required
  • Knowledge in shorthand typing preferred but not required
  • Typing skills of at least 80 wpm

Soft Skills

  • Excellent planning and coordination skills
  • Must be able to communicate well in both oral and written English
  • Highly organized, disciplined and can be relied to handle confidential information

Education and Experience

  • Graduate of any business-related course
  • Must have 5 to 7 years experience as Executive Secretary or Executive Assistant to a senior executive
  • Must be willing to work on flexible schedule (weekday/ weekend schedule as may be required by the Principal.

Job Types: Full-time, Permanent

Benefits:

  • Company Christmas gift
  • Company events
  • Flexible schedule
  • Opportunities for promotion
  • Paid training
  • Promotion to permanent employee
  • Work from home

Work Location: In person

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