Executive Assistant

FILINVEST COMPANY: FILINVEST DEVELOPMENT CORP.

POSITION TITILE: EXECUTIVE ASSISTANT

LOCATION: TAGUIG AND MANDALUYONG

JOB SUMMARY:

The Executive Assistant is in-charge of several tasks such as providing efficient and professional administrative services and support to the head of the Department/Executive, assists in day-to-day activities of the department and other general and clerical duties. Moreover, he/she performs routine office and organizational tasks like organizing files, scheduling of appointments, meetings and answering telephone calls.

KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

Corporate / Administrative Support

A. Administrative and Personal Functions

1. Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.
2. Prepares and encodes internal and/or external memos, reports, business correspondences, letters, e-mails, etc.
3. Checks, books and acquires the availability of logistics and tools of trade such as but not limited to flight schedules & visa applications, vehicles, hotel or venue accommodation, equipment/machine or devices, etc.
4. Checks and responds to email correspondence and relays messages to the Immediate Head and appropriate parties concerned
5. Checks completeness of documents coming in for approval of the Head
6. Ensures the timeliness of outgoing documents approved by the Head
7. Ensures confidentiality of documents and transactions
8. Handles day-to-day operations and specific tasks in a fast-paced environment

B. On Telephone/Mobile/MS Teams Calls

1. Immediately responds to incoming calls and accurately records and relays all important messages.
2. Answers calls politely and/or inquiries from callers within the company and from external sources.
3. Assists the Immediate Head (IH) in reaching out to employees and other people from other entities for any queries and concerns.
4. Assists other employees and transfers calls to concerned department, if applicable

C. On Scheduling and Monitoring of Meetings

1. Prepares schedule of daily meetings and weekly activities timely and in coordination with the schedule and activities of the unit/section/departments concerned
2. Set-ups appointments and monitor the calendar of activities
3. Maintains office calendar and manages scheduling, prioritizing, arranging. organizing and coordinating meetings and appointments
4. Prepares minutes of the meeting, when necessary
5. Prepares materials and equipment needed in meetings and conferences

D. Assists Department Concerns

1. Tags on the HRIS System printed forms duly signed and approved by the Head for all applied leaves, official businesses, overtime works, offset, leaves and failure to log in/out of all department staff including regional personnel.
2. Coordinates and maintains records for staff if required by Immediate Head

Document Management

A. Maintains an organized filing system and archiving of documents that come in and out of the department for easy access

B. Logs correspondences of all incoming and outgoing documents for monitoring purposes

C. Processes legal documents such as but not limited to typing work, securing signatures, delivery to requesting parties, getting receipts and other activities needed for the processing

D. Coordinates publication of identified documents

E. Ensures confidentiality of all documents, whether explicitly labelled as "CONFIDENTIAL" or otherwise implied

Fund Management

A. Prepares invoices and requests for funds for all payments

B. Monitors, checks and requests payments of payables such as but not limited to subscriptions, recurring cellular bills, rent, utilities, travel, insurance, car maintenance and repairs etc. assigned to the Immediate Head and/or the department

C. Requests and prepares payments to external contractors, third parties, government offices and other payables

D. Checks if all received contractors' requests for downpayment are complying with the required attachments prior to forwarding to the Department Head for approval

E. Updates relevant systems on the approval and signature by the Department Head/Executive

F. Sorts, collates and encodes all receipts required for tax refund, liquidation and reimbursements

G. Records and files all received and approved requests for down payment

H. Assists Contractors and Site Personnel in tracking of documents on down payment requests submitted and received.

I. Monitors, logs and keeps all disbursements and receipts

Inventory/ Office and Property Management

a. Ensures that the department has complete and functional supplies

b. Ensures responsible usage and utilization of office and common workplace supplies

c. Complies with existing facility rules and regulations regarding facilities and supplies use

d. Maintains an accurate inventory of all supplies and assets tagged to the Head or department

e. Ensures the availability, functionality and orderliness of the area for the warehousing of confidential, accounting and other documents for storage

f. Ensures the availability of appropriate storage boxes/materials for the warehousing

g. Prepares the logistics / transfer of documents

h. Coordinates with other departments, contractors and suppliers concerned regarding the interior design, maintenance, renovation and repairs, purchase of fixtures and furniture of office spaces/residences, guest house and other physical assets

Assist in Department's Project

a. Assist the department in monitoring, updating and coordinating various projects to different vendors and concerned personnel

Ad-hoc Activities

a. Other tasks that may be assigned from time to time