Executive Assistant/Secretary
ADABISC
Total years of experience :12 years, 7 Months
• Manage and coordinate scheduled internal/external meetings of the Technology Director
• Receiving/screening phone call and redirecting to the concern person within our department
• Prepare and disseminate correspondences, emails, memos, forms and office requests
• Update the department/project timeline status
• Tasks monitoring of each employee whose directly reporting to Technology Director
• Maintain and organize a filing system
• Coordination necessary reports and facilitate the completion and submission accordingly
• Arrange corporate business travel such as flight booking, hotel/accommodation and transportation
• Manage and coordinates the schedules and meetings accordingly
• Arrange flight booking and hotel accommodation of Projects Director for Business Trip
• Delegates informations with the assigned projects managers to all project sites
• Prepare all correspondences efficiently such as for Consultant, Subcontractors and Client
• Prepare and ensure sending on time internal/external memos
• Making document transmittal efficiently regarding payment certificates, petty cash, contracts, invoices and other documents
• Preparing and sending efficiently the Minutes of the Meeting to all attendees;
reminding them with their assigned actions to be taken
• Log properly all incoming documents coming from all projects site under the project director
• Monitoring the status of payments for Subcontractors and Suppliers
• Coordinating project reports from the projects site to Consultants and Clients
• Perform other related duties as assigned from time to time
• Prepare all correspondences efficiently such as for Consultant, Subcontractors and Client
• Prepare and ensure sending on time internal/external memos
• Making document transmittal efficiently regarding payment certificates and petty cash
• Coordinating properly the scheduled meeting with the attendees and sending out meeting invitation
• Preparing and sending efficiently the Minutes of the Meeting to all attendees; reminding them with their assigned actions to be taken
• Checking all invoices and receipts for petty cash document before signing by the project manager
• Preparing DT for documents to be send out for Consultant and Subcontractors
• Log properly all documents before signing by the project manager such as WIR, RFI, MAS, TS and SDS as well as before sending to the Consultant for approval
• Manage and facilitates executives’ schedule calendar to arrange appointments, meetings, conferences, training and other activities/events
• Coordinating and organizing overseas conference calls
• Proper scheduling and coordination of internal/external meetings
• Monitor and prepare weekly/monthly/quarterly sales production report regularly
• Make travel arrangements for executives including the hotel accommodation and transportation expenses
• Monitoring of departmental budget to avoid overrun costs and expenses
• Delegating the processed information to the appropriate departments in the organization in a timely fashion
• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the executive accordingly
• Provide efficient assistance/support in organizing Team Building, Seminars, Workshop and other Departmental events
• Ensure to comply with all other reports required by Management
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies
• Prepare invoices, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, and/or presentation software
• Perform other related duties as assigned from time to time
• In-charge in manpower planning and recruitment
• Responsible in job posting through Jobstreet and JobsDb
• Responsible in sourcing qualified applicants for probationary, contractual, casual employee and on the job trainee positions
• Coordinates with the Department Heads regarding their Manpower Request
• Screens and schedules potential employees for interview based on the Personnel Requisition Form
• Administer and evaluate pre-employment exams
• Responsible in encoding and updating of Personnel Informations
• Monitors Personnel movement, AWOL and resignation of employees
• Assist new hires in processing Pre-employment requirements
• Prepares company ID and monitors 201 files
• Administer background investigation through phone (employees for promotion/regularization)
• Assists HR Manager in the implementation of Company Activities such as First Friday Mass, Monthly Birthday Celebration, Summer Outing other Company Activities
• Support in time keeping, compensation and benefits division
• Attend phone calls and act as front desk officer
• Conduct routine interviews and counseling
• Maintain a record of counseling reports
• Inform the parents regarding the behavior and grade status of their child
• Write an everyday lesson plan
• Prepare instructional materials
• Conduct Values Education classes
• Conduct case studies about the students having behavioral problems and set a conference with their parents and classroom teachers
• Administer and score entrance examination for incoming students
• Make a performance evaluation of each student every quarter
• File individual inventory and different guidance forms of students
• Facilitate and conduct career seminars for the graduating students
• Assist in psychological test administration, scoring and interpretation for Fourth Year High School level as an assessment in choosing a course for college
• Inquire for the schedule of entrance examination in different universities
• Process the necessary documents for scholarship programs
• Prepare guidance program and forms