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
- ο»Ώfollow-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:
- ο»ΏGood 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:
- ο»ΏCollege graduate preferably in Accountancy or Management
- At least 2 years of related working experience