Executive Secretary to the General Manager

2 days ago

Quezon City, National Capital Region, Philippines Toyota Cubao Full time ₱1,200,000 - ₱2,400,000 per year

Main Duties and Responsibilities

  1. Act as the point of contact of the General Manager

  2. Provide support to General Manager with utmost confidentiality

  3. Manage professional and personal scheduling of the General Manager including agenda, mail, email, phone calls, client management, and other company logistics

  4. Schedule appointments of the superior both internal and external and reminds him before the actual schedule

  5. Manage information flow in a timely and accurate manner and provide feedback at all times

  6. Manage the General Manager's calendars and set up meetings

  7. Ensure that all appointments set are with clearance of the superior prior to confirmation and logging in the calendar

  8. Coordinate and organize meetings within the dealership

  9. Manage and screen all incoming calls and places outgoing calls for the superior as instructed

  10. Screen all visitors / guests endorsed to the office of the General Manager and have them properly identified and attended to

  11. Receive incoming documents, correspondences etc. for information, approval and signature of the Superior

  12. Screen and log all other documents forwarded to the Office of the General Manager and submit to Superior for proper disposition

  13. Format information for internal and external communication – IOLs, emails, presentations, reports

  14. Type communications, business correspondences and transmit the same to proper addressees without delay as may be required

  15. Act as custodian for all corporate documents in the office of the General Manager, organize and maintain the office filing system

  16. Maintains complete and orderly filing of records ensuring to maintain confidentiality and be able to locate them with ease when requested

  17. Provide office support services in order to ensure efficiency and effectiveness within the office

  18. Maintain professionalism and strict confidentiality of all information / materials

  19. Organize team communications and plan events, both internal and off-site

  20. Manage the General Manager's travel logistics and activities, including accommodation, transportation and meal arrangements

  21. In the absence of the Superior, ensure that all important messages are taken down and are accurately relayed to him

  22. Take minutes during meetings or as may be directed

  23. Keep track of the General Manager's Office expenses

  24. Coordinate with concerned Departments across the group when there are local / foreign dealer visitors from Toyota Motor Philippines (TMP), Business Partners and other Toyota dealers

  25. Maintain an adequate inventory of office supplies, monitor and control release of office supplies of the Department

  26. Facilitate processing of request for cash advances, liquidation of advances and reimbursements of superiors as necessary

  27. Responsible in cascading through corporate email various official announcements for the information of all Team Members as approved by the Top Management and as may be required / necessary

  28. Perform other job-related tasks that may be assigned from time to time

Job Type: Full-time

Benefits:

  • Company events
  • Health insurance
  • Opportunities for promotion
  • Paid training
  • Pay raise
  • Promotion to permanent employee

Work Location: In person

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