Executive Secretary
University of Modern Sciences
Total years of experience :23 years, 11 Months
Reports to the President / Vice-President / University Dean for all issues related to the daily operations of the university, maintains the calendar, arranging appointments, preparing minutes of the meeting and assists in Quality Assurance Department. Activities include:
• Excellent experience in general office work ranging from correspondence, archiving, work distribution, communicating with people, event preparation.
• Schedule use of meeting rooms and other office space for use by the senior officers, clients, faculty and staff and / or visitors.
• Handling fax and email communication related to the operational and administrative activities of all departments.
• Prioritize tasks according to urgency of requirements.
• Organize and coordinate meetings of Executive Committee and Sub-Committee’s including but not limited to time, venue booking and setup, invitee’s list, meeting file ( this is a copy distributed to committee members including a copy of the meeting agenda, any type of documents related to a topic to be discussed, or a file forwarded by a committee member for distribution to all other members as for their information) and any IT-related special set-up.
• Maintain all documentation in a proper archiving system, both manually and electronically, ensuring all related documents are controlled.
• Provide general support such as sorting of email, filing. Photocopying, and dealing with telephone enquiries.
• Acts as a liaison between the Office of the Dean / Vice-President / President and the senior staff on different university concerns.
• Ensure the efficient and effective operation of the office of the university dean / president / vice-president.
• Provide general secretarial duties.
• Provide support to all faculty members.
• Greet and direct visitors including VIPs.
• Resolve routine administrative problems and answer inquiries concerning activities.
• Attend board meetings, F/S meetings and other meetings as needed
• Record minutes and submit minutes for approval
• Arranges appointments for and in behalf of the Dean / President / Vice-President.
• Answer, screen and direct inbound phone calls and respond to inquiries.
• Receive and sort email and electronic deliveries.
• Receive letters and packages delivered in the front desk and distributes to appropriate staff.
• Assist Head of Admission and Registration in encoding students’ information in the system, filing manually and electronically students’ official documents, served as liaison between students and the department for students and faculty announcements / concerns, made / posted announcements for students, among other duties assigned by the Head ( 1 year assignment )
• Make students’ financial assessment, accept payments, make receipts, prepare comprehensive report on student’s individual account files and make manual and electronic filing - all tasks done in the absence of the university accountant ( 3 months assignment).
Primarily responsible for the timely procurement at the best price and quality of equipment, furnishings, facilities, supplies and the like as may be required in operating the Institution.
1. Performed job functions consistent with the institution’s mission and vision statement; Ensured that subordinate employees perform their respective functions in like manner
2. Planned, organized, and controlled the operation and activities of the work unit; Prepared and secured approval of the budget in support of such operations and activities.
3. Reviewed all purchase requisitions of the different departments to ascertain their justifiability; Checked whether there are stocks in inventory and if so, recommended issue of the required stocks; Made appropriate recommendations to the decision makers on the purchase of items not carried in inventory; Recommended approval of direct emergency purchase by requisitioning units as necessary.
4. Directed the canvass and price surveys from suppliers and submitted generated price quotations / comparative analysis to serve as basis for purchasing decisions.
5. Undertook screening of and recommended pre-qualified suppliers for accreditation purposes.
6. Ensured the preparation of purchase orders to cover approved order.
7. Undertook or supervised the procurement of equipment, materials, and supplies; Coordinated with suppliers on purchase specifications and delivery arrangements.
8. Negotiated, on the basis of instructions coming from the immediate superior, for the credit terms, discounts, rebates, and special arrangements with suppliers.
9. Checked, in coordination with the requisitioning unit as needed, the accuracy of quality and quantity specifications of items delivered by suppliers.
10. Checked summary of undelivered or partially delivered purchase orders and undertook necessary actions to ensure full delivery according to agreed terms and conditions.
11. Ensured the turnovers of the delivered properties, equipment, supplies, and materials to the Materials Management Department for either safekeeping or deployment.
12. Handled cash advance fund for emergency purchases and ensured liquidation and replenishments of such fund.
13. Submitted to superior officer periodic reports on the operations and activities of the work unit with corresponding analysis and recommendations.
14. Participated in collegial planning for policies, procedures and systems, problem solving, decision making, and performance monitoring through participation in standing and ad hoc committees, task forces, and project teams.
15. Supervised and controlled planned and intervening activities of subordinate employees concerning the performance of their job function and the completion of task assignments in accordance with prescribed standards, in the process providing motivational approaches, training and development, coaching, and counseling.
16. Prepared contracts for services hired and major purchases as deemed necessary.
Primarily responsible for the timely procurement at the best price and quality of equipment, furnishings, facilities, supplies and the like as may be required in operating the Institution.
1. Performed job functions consistent with the institution’s mission and vision statement; Ensured that subordinate employees perform their respective functions in like manner
2. Planned, organized, and controlled the operation and activities of the work unit; Prepared and secured approval of the budget in support of such operations and activities.
3. Reviewed all purchase requisitions of the different departments to ascertain their justifiability; Checked whether there are stocks in inventory and if so, recommended issue of the required stocks; Made appropriate recommendations to the decision makers on the purchase of items not carried in inventory; Recommended approval of direct emergency purchase by requisitioning units as necessary.
4. Directed the canvass and price surveys from suppliers and submitted generated price quotations / comparative analysis to serve as basis for purchasing decisions.
5. Undertook screening of and recommended pre-qualified suppliers for accreditation purposes.
6. Ensured the preparation of purchase orders to cover approved order.
7. Undertook or supervised the procurement of equipment, materials, and supplies; Coordinated with suppliers on purchase specifications and delivery arrangements.
8. Negotiated, on the basis of instructions coming from the immediate superior, for the credit terms, discounts, rebates, and special arrangements with suppliers.
9. Checked, in coordination with the requisitioning unit as needed, the accuracy of quality and quantity specifications of items delivered by suppliers.
10. Checked summary of undelivered or partially delivered purchase orders and undertook necessary actions to ensure full delivery according to agreed terms and conditions.
11. Ensured the turnovers of the delivered properties, equipment, supplies, and materials to the Materials Management Department for either safekeeping or deployment.
12. Handled cash advance fund for emergency purchases and ensured liquidation and replenishments of such fund.
13. Submitted to superior officer periodic reports on the operations and activities of the work unit with corresponding analysis and recommendations.
14. Participated in collegial planning for policies, procedures and systems, problem solving, decision making, and performance monitoring through participation in standing and ad hoc committees, task forces, and project teams.
15. Supervised and controlled planned and intervening activities of subordinate employees concerning the performance of their job function and the completion of task assignments in accordance with prescribed standards, in the process providing motivational approaches, training and development, coaching, and counseling.
16. Prepared contracts for services hired and major purchases as deemed necessary.
Silliman University is a top 20 university in the Philippines. I was awarded Class Honors, Most Outstanding Dormitorian during my college years.
I graduated Valedictorain in a class of almost 200 and well awarded academically with awards like Most Outstanding Graduating Student, Most Outstanding Girl Scout, among others.