Assistant to the Chairman/CEO & General Director
Engineering Contracting Co. LLC
Total years of experience :17 years, 0 Months
Responsibilities
Directly reporting to the Chairman/CEO and General Director.
Handling the Chairman/CEO and GD’s business emails and correspondences.
Keep track of CEO and GD’s files and records.
Keep track of their business and personal documents for renewal. Process them ahead of time including Health Insurances, Licenses, Memberships, etc.
Book plane tickets, hotel accommodations, chauffeur drives and coordinates travel arrangements.
Send SMS every morning to alert them of their whole day schedule.
Schedule meetings and arrange conference rooms.
Alert CEO and GD new and cancellations meetings.
Receive and screen incoming calls.
Greet and receive visitors.
Prepare confidential and sensitive documents.
Coordinate office management activities.
Help plan events and activities.
Maintain office procedures.
Relay directives, instructions and assignments to executives and colleagues.
Maintain hard copy and electronic filing system.
Preparing itineraries, printing all the travel documents and monetary budget needed before travels.
Perform Executive Secretarial duties.
Responsibilities
Handling email and online website/store. Assisting online customers.
Daily monitoring of orders and return items.
Preparing and dispatching of orders.
Keep track of all manager’s file and records, including invoice, bill of lading, packing list & purchase order.
Keep track of the deliveries from Italy and France.
Following up with the principal the order’s Estimated Time of Departure and Estimated time of Arrival.
Receiving and screening incoming calls.
Preparing the materials needed, marking up and supporting the back office.
Performs secretarial duties.
Preparing itineraries.
Performs secretarial duties.
Taking in charge on the Memorandum of Agreement (MOA) making and overall coordinating with the regional offices and directors through telephone calls and emails.
Assisting in sourcing out suppliers of equipment for the project use.
Keeping track of all the supervisor’s files and records.
Coordinating and facilitating the Supervisor’s calendar to arrange appointments, meetings, and conferences.
Receiving and screening incoming calls and visitors, determines which are priority matters, and alerts the Supervisor accordingly.
Preparing agenda and collecting materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
Hotel, Sea and Plane Booking
Preparing Itineraries.
* Handling President's e-mails and letters.
* Coordinating and facilitating the President's calendar to arrange appointments, meetings, and conferences.
* Receiving and screening incoming calls and visitors, determining which are priority matters, and alerts the President accordingly.
* Preparing agenda and collecting materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings.
* Hotel, Sea and Plane Booking.
* Preparing Itinerary.
* Encoding, Filing, Recording, and Sorting Files, Records and Documents
* Directly communicating with foreign principals, customers and local suppliers thru emails, sms and phone calls.
* Preparing the Purchase Request and Purchase Order when needed.
* Keeping track of the orders, ETA and ETD.
* Preparing and collecting the shipping documents needed (i.e. Invoice, Bill of Lading and Packing List)
* Recording daily transactions using MS word and Excel.
* Assisting and entertaining customer's queries.
* Checking the requirements in opening an account
* Sorting money, encoding, typing, filing and segregating papers and documents.
* Handling telephone calls.
* Embossing name on the ATM cards.
* Assisting the customers in filling up the Land Bank forms, issuing SSS, PHILHEALTH and PAG-IBIG Official Receipts, etc.
* Answering telephone calls.