Executive Assistant

  • February 04, 2017
  • Triple-S Management
  • TBD
  • TBD

Job nature

Provide administrative support by conducting research, preparing statistical reports, handling information requests, and performing independently administrative responsibilities that require knowledge and application of policies, procedures and general methods of operation. Performs clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. Develop specific goals and plans to prioritize, organize, and accomplish the work. May also train and supervise lower-level clerical staff.

Essential Functions

Assist the President, Vice President or Director in administrative functions. Greet visitors and determine whether they should be given access to specific individuals. Handle a wide variety of complex and sensitive situations, resolve conflicts that involve clerical and administrative functions in the office. Coordinate and monitor the special projects assigned in order to meet the goals and targets established. Follow up on outstanding issues, schedule appointments, coordinate meetings and maintain the supervisor ’s agenda. Conduct research, complete data, and prepare papers for consideration and presentation by executives, committees and boards of directors. Prepare and develop various reports related to the department. Prepare, type and print documents and presentations. File and retrieve corporate documents, records, and reports. Answer phone calls and direct calls to appropriate parties or take messages. Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution. Receive, process and canalize mailing or documents. Attend telephone calls and channel them properly. Attend meetings to record minutes. Prepare and monitor requisitions for materials, services, equipment and human resources. Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work. Make travel arrangements for executives. Support the internal financial controls are implemented as designed and kept up to date, to resolve any comments related to internal controls in time. Provide orientation to staff on controls and responsibilities and inform the working group in charge of the documentation of internal financial controls of any changes to internal controls

Minimum Requirements

Bachelor ’s Degree preferably in Business Administration, Secretarial Sciences, Communications, Two (2) to four (4) years of related experience.

Key Competencies

Personal Credibility: Demonstrated concern that one be perceived as responsible, reliable, and trustworthy. Respects the confidentiality of information or concerns shared by others. Takes responsibility for own mistakes; does not blame others. Stress Management: The ability to keep functioning effectively when under pressure and maintain self-control in the face of hostility or provocation. Can effectively handle several problems or tasks at once. Maintains a positive attitude under difficult circumstances. Manages own behavior to prevent or reduce feelings of stress. Oral Communication: The ability to express oneself clearly in conversations and interactions with others. Speaks clearly and can be easily understood. Tailors the content of speech to the level and experience of the audience. Uses appropriate grammar and choice of words in oral speech. Written Communication: The ability to express oneself clearly in business writing. Uses an appropriate business writing style. Organizes written ideas clearly and signals the organization to the reader. Tailors written communications to effectively reach an audience. Spells correctly, writes grammatically, and uses punctuation correctly.

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