Administrative Assistant

Job Summary:

The admin Assistant will handle administrative and office support activities to facilitate the efficient operation of the Office of Deputy CFO. He/she will also assists the Deputy CFO in project management by doing follow-ups on expected deliverables of project members, tracking/monitoring of project timetable and other tasks to ensure timely completion of the projects. He/she will also help in archiving, records management and document/workflow management for the Finance Division.

Key Functions/Duties and Responsibilities:

1. General Administrative and Office Support

• answer, screen and transfer inbound phone calls
• receive and direct visitors and clients
• general clerical duties including photocopying, fax and mailing
• resolve administrative problems and inquiries
• prepare written responses to routine inquiries
• prepare and modify documents including correspondence, reports, drafts, memos and emails
• schedule and coordinate meetings, appointments, and travel arrangements
• prepare agendas for meetings and prepare schedules
• record, compile, transcribe and distribute minutes of meetings
• open, sort and distribute incoming correspondence including checks/LOA's for signing

2. Project Management

• follow-up deliverables
• help monitor and/or track projects timetable
• assist in preparing project reports/presentation materials
• schedule and coordinate meetings; prepare meeting venues

3. Archiving/Records Management and Document/Workflow Management

• maintain electronic and hard copy filing system
• retrieve documents from filing system
• handle request for information and data
• manage the archiving and filing of processed documents in onsite and offsite storage locations
• update the status of assigned Finance work task in the Sapphire Management System

4. Performs other functions that may assigned from time to time; acts as reliever for other finance tasks

Technical Competencies and Skills:

• Good communication skills (verbal and written) and interpersonal relations
• Knowledge of administration work/records keeping
• Experience in using a computerized system (whether accounting or operation)
• MS Office Skills (Outlook, Word, Excel, PowerPoint)
• Keen to details
• Ability to work independently as well as in a team environment

Education, Trainings, Licenses required:

• College graduate preferably in Accountancy or Management
• At least 2 years of related working experience