Office Associate

I.      Job Summary

The Office Associate provides administrative and clerical support to the Office of the President, ensuring efficient day-to-day operations. The role requires a high level of professionalism, confidentiality, and organizational skills to assist in coordinating activities, managing communications, and supporting the President in executing corporate objectives.

II.    Specific Duties and Responsibilities

·         Provide administrative and clerical assistance such as drafting correspondence, filing, and record-keeping.

·         Manage incoming and outgoing communications (calls, emails, documents) for the CEO.

·         Coordinate with internal departments and external stakeholders for follow-ups and information requests.

·         Support the preparation of reports, presentations, and other documents required by the President.

·         Welcome and greet the guests and visitors in the office of CEO.

·         Maintain confidentiality and handle sensitive information with discretion.

·         Prepare the boardroom for meetings.

·         Receive and deliver items and documents addressed to and from the CEO.

·         Monitor office supplies and ensure availability of materials needed for operations.

·         Contact suppliers for product and materials quotations as required.

·         Monitor the renewal of company vehicles, firearms license, etc.

·         Assume the tasks of the Executive Lounge Attendant in her absence.

·         Photocopy and scan documents as required.

·         Maintain the orderliness & cleanliness of the meeting rooms of CEO.

·         Perform other related tasks as may be assigned by the CEO.

III.   Key Competencies (KPIs)

·         Accuracy and timeliness in reports and correspondence.

·         Efficiency in managing schedules, meetings, and communications.

·         Professionalism in interactions with stakeholders.

·         Confidentiality and integrity in handling sensitive matters.

·         Overall support contributing to the smooth operations of the Office of the President.

IV.  Qualifications

·         Bachelor’s degree in Business Administration, Office Management, or any related field.

·         At least 1–2 years of relevant experience in administrative support or office coordination.

·         Proficient in MS Office applications (Word, Excel, PowerPoint, Outlook).

·         Strong communication and interpersonal skills.

·         Highly organized, detail-oriented, and able to multitask.

·         Trustworthy, responsible, and able to handle confidential information.