Executive Assistant
ECG Engineering Consultants Group
Total years of experience :19 years, 8 Months
Supports Project Manager with project coordination, data analysis and administrative assistance.
Types and formats letters, proposals, reports, comment resolution sheet (CRS) notes, and forms from written drafts, dictation and/or outlines by Project Managers and Engineering teams - proofreading and often exercising individual judgment to ensure correct format, spelling and punctuation.
Manages efficient filing systems by quickly storing and retrieving business records. Maintains office records with relevant information and archived aging files.
Fields internal and external inquiries with minimal oversight to keep executives free to focus on more important matters.
Analyzes and prioritizes incoming correspondence to determine actions needed and followed through to completion.
Schedules meetings and conference calls, including planning and set-up, agenda preparation and minutes documentation.
Meet deadlines and manages priorities in changing environment with minimal oversight.
Maintain confidential information private and effectively interact with various levels.
Maintains and updates Electronic Timesheets in the Oracle database and follows up all missing timesheets on a daily basis and reports to the HR Manager.
Composes and types routine letters, memoranda and reports. Proofreads and corrects prepared materials for correct grammar, format, completeness and content.
Prepares and maintains Staff Appraisals and disseminates to concerned Department Heads.
Receives and screens visitors and telephone calls, takes messages, schedules appointments for visitors of the HR and Administration Director and notifies the concerned parties.
Used organized approach and good multitasking abilities to stay on top of important deadlines and routine maintenance needs.
Sorts and opens incoming mails and emails for HR and Administration Director; gathers and reviews related information from the Electronic and Paper Document files as well as the from the internet.
Safe keeps confidential documents and maintains confidentiality of information received.
Enters, retrieves, updates, verifies deletes and ensures correctness of information from HRMS database encoded by the HR and Administration Staff.
Assists in creating and revising existing HR and Administration forms (Leave Application, Correspondence, Memoranda and Employment Contracts).
Organizes and maintains paper and electronic files thru Fox - Pro Treasury OR/PR system of Treasury Department.
Issues Official and Provisional Receipts (OR / PR).
Prepares daily cash reconciliation for Petty Cash and Loose Change Funds, releases approved Petty Cash requests and records disbursement of funds; ensures that all reports tallies with Cash on Hand.
Monitors incoming and outgoing office and operations supplies, and places and follows up orders to the suppliers whenever necessary.
Prepares and generates reports such as Daily Cash Collection Report (DCCR), Treasury Collection Report, Weekly and Monthly Collection Reports, Scrap Sales Summary Report, Gift Check Batch Totals and Transaction Proof lists, Monthly Schedule of Supplies Inventory, Bank Direct Summary Report, Tenants Rental Payment Proof lists and Fund Disbursement Summary for fund replenishment.
Conducts spot checking of Cash sales of Cashiers/Tenants as needed.
Conducts cashier training and orientation.