Personal Assistant/ Secretary
Alaa for Industry (AFI)
Total years of experience :11 years, 8 Months
1. Responsible to carry out the confidential records of secretarial duties.
2. Responsible to prepare correspondences, drafting letters, reports and presentation.
3. Set-up and Planning Itinerary Schedule for travel, visa processing and its arrangement.
4. Maintain Manager's calendar.
5. Maintain daily schedule for senior level executive.
6. Efficiency in routing activities like expense reports, printing of documents, faxing and scanning, etc.
7. Answer telephone calls in a courteous manner.
8. Meet and greet clients and visitors.
9. Maintain hard and soft copies of general filing system.
10. Performance of other related task/ duties as mandated by Superior.
General Secretarial support to an assigned Senior Manager/Unit head such as taking down minutes, typing correspondences, proofreading of documents, encoding, etc.
• Preparing/organizing corporate presentations, consolidation of reports including binding, etc.
• Handling incoming and outgoing communication (i.e. memoranda and telephone messages), and preparing/coordinating courier and postal
services.
• Attending to visitors and guests; and organizing and updating telephone directory/ contact database.
• Preparation and organization of the Senior Manager’s/Unit head’s daily work calendar, setting and confirmation of appointments, organizing meeting venues, travel arrangement preparation and coordination (i.e.
transportation, airline ticketing and hotel reservations as maybe required),
etc.
• Dissemination of information/instruction to concerned individuals/
Departments as well as coordination and status report follow-up.
• Documentation, compilation and safekeeping of reports, records and
documents requiring consistent record keeping/archiving.
• Strict handling of confidential records as well as verbal instructions.
• General office keeping and coordination of purchase requisitions (e.g. office supplies and equipment) as well as requirements for repair and
maintenance (e.g. A/C units, PC, etc.)
• Performance of other secretarial, administrative and logistics related tasks as mandated by the Immediate Supervisor.
Receive applications on line.
• Print and encode the relevant information of the applicants for various positions in the oracle.
• Print status sheet and making summary reports per vacancy.
• After evaluating the applications per vacancy. Update the status as per applicant’s account in the oracle.
• Sorting of applications per vacancy for both local and professional staff.
• Archiving all applications on line for safekeeping.
• Photocopying/scanning of internal documents as required by the
management.
• Filing of 201 files documents (Professional and Local staff).
• Hand delivered of documents to travel and other concerned staff.
• Routing of panel materials to concerned professional staff.
• Performs other duties as maybe required and mandated by the Supervisors/staff.
• Submission of internal reports as requested by the management.
• Entertain clients.
• Preparation on collections per bank in a monthly or weekly basis.
• Preparation of daily cash receipt with proper accounting entry.
• Posting preparation in subsidiary ledger on collections.
• Calculate and prepare reimbursement billings and track receivables.
• Analyze and reconcile expenditure and revenue accounts.
• Prepare and track invoices and ensure timely payments.
• Preparation & submission of monthly reports such as Accounts Payable, Accounts Receivable, Loan Notes Receivable, and Other Loans Receivable.
• Preparation of daily In-coming & Out-going cash payment(s), check
payment(s), cash deposit(s) and check deposit(s).
• Preparation of Administrative reports for submission to government and private agencies in the Philippines like the Bureau of Internal Revenue (BIR),
Register of Deeds (ROD), Land Transportation Office (LTO); other company's internal reports.
• Responsible for the preparation of report on inventories (i.e. office supplies), etc.
• Compute and update reports on uncollected accounts.