Receptionist / Group Secretary

Position Overview

The Receptionist/Group Secretary provides comprehensive administrative and secretarial support to the President, General Manager, supervisors, and staff of We Lead Comtech Inc. This role requires exceptional organizational skills, attention to detail, and professionalism to ensure the smooth coordination of schedules, meetings, travel arrangements, and company events. The Receptionist/Group Secretary also serves as the first point of contact for visitors and external partners, representing the company with a courteous and professional demeanor.

Key Responsibilities

Administrative & Secretarial Support

• Manage and maintain calendars of the President, General Manager, Supervisors, and Staff, ensuring schedules are coordinated efficiently.
• Organize and prepare necessary documents for both business and personal travel arrangements, including visa processing, ticket booking, and itineraries (covering also the President's family travel needs).
• Coordinate meetings, prepare meeting materials, and take minutes of meetings; distribute and file them for record-keeping.
• Ensure all key decisions and action items from meetings are documented and monitored.
• Coordinate the booking and availability of conference rooms and other facilities needed for internal and external meetings.
• Handle reservations, bookings, and other administrative requirements for off-site meetings, events, and company functions.
• Receive and route calls, correspondence, and visitors in a professional manner.

Office & Records Management

• Maintain an organized filing system (physical and digital) for company documents, contracts, and correspondence.
• Monitor and manage office supplies, ensuring timely replenishment.
• Assist in the preparation of reports, presentations, and other business-related documents as requested.

Communication & Coordination

• Liaise with internal teams, external partners, and suppliers to support smooth business operations.
• Relay instructions, reminders, and updates from management to relevant employees.
• Ensure confidentiality and security of all company information and sensitive matters.

Other Duties

• Support HR or Admin in coordinating employee activities and internal events.
• Perform other tasks and special projects as may be assigned by management.

Qualifications:

Educational Background

• Bachelor's Degree in Office Administration, Business Administration, Secretarial Studies, or related field.

Work Experience

• Minimum of 2–3 years' experience in a secretarial, executive assistant, or administrative support role. - Experience in managing schedules, travel arrangements, and meeting coordination preferred.

Technical Skills

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). - Familiarity with scheduling and calendar management tools. - Basic knowledge of office equipment (fax, scanner, printer, etc.). - Ability to prepare reports, presentations, and meeting minutes.

Communication Skills

• Excellent verbal and written communication skills in both English and Filipino. - Strong interpersonal skills, able to interact with executives, employees, and external stakeholders.

Organizational & Management Skills

• Strong time management skills with the ability to multitask and prioritize tasks effectively. - Highly organized with keen attention to detail. - Capable of handling confidential and sensitive information with discretion.

Personal Attributes

• Professional and presentable demeanor. - Courteous, approachable, and customer service–oriented. - Proactive, resourceful, and flexible. - Trustworthy and dependable with a strong sense of responsibility. - High level of integrity and discretion.

Other Requirements

• Willingness to work beyond standard office hours when necessary. - Ability to adapt to fast-paced work environments and shifting priorities. - Capacity to handle both business-related and limited personal travel arrangements of the President's family (as instructed).

Working Conditions

• Office-based, Monday to Friday (with flexibility to assist on weekends or after office hours if needed for urgent matters).
• May be required to coordinate with external agencies, travel service providers, or government offices for documentation purposes.

Additional information:

Job Type:

Full time

Work Location:

Head office – Galleria Corporate Center, EDSA, Quezon City

Job Types: Full-time, Permanent

Pay: Php18, Php25,000.00 per month

Work Location: In person