Executive Assistant

BROAD FUNCTION

Responsible for the personalized support to the General Manager and/or family to make the best use of their time by dealing with secretarial and administrative tasks.

KEY RESULT AREA

1. Handles secretarial works:

• Acts as the General Manager's first point of contact with people from both inside and outside the organization.
• Screens telephone calls, inquiries and requests, and handling them when appropriate
• Meets visitors at all levels of seniority
• Organizes and maintains diaries and makes appointments
• Deals with incoming letters, email and post, often corresponding on behalf of the General Manager
• Organizes the General Manager's meeting; and attend meetings if required
• Takes minutes of the meeting
• Makes travel arrangements
• Keeps tract of the receivables and payables (credit cards/club dues/property taxes/rentals/ insurances/car registration and other utilities)
• Prepares letters, memos and other correspondences
• Handles confidential information discreetly

2. Handles administrative works:

• Liaises with clients, suppliers and other personnel in the organization

• Scans and maintains electronic and paper records of non-operations documents (insurance, permits, license and others) ensuring information is organized and easily accessible.

• Does canvassing and purchases as directed

• Handles confidential documents and ensures they remain secure

3. Performs other tasks:

• Coordinates schedules, activities and reports with other department/ branch/ company.
• Performs other tasks that may be assigned by the General Manager from time to time

SUPPLEMENTARY INFORMATION

A. EDUCATION

Graduate of four (4) year Business course or Office Management, Secretarial course

B. WORK EXPERIENCE

With at least five (5) years of related experience