Executive Assistant

FILINVEST COMPANY: FILINVEST LAND, INC.

JOB SUMMARY:

The Executive Assistant is in-charge in several tasks such as providing efficient and professional administrative services and support to the head of the Department, assists in a day-to-day activity of the department and other general and clerical duties. Moreover, he/she performs perform routine clerical and organizational tasks like organizing files, scheduling of appointments and meetings and answering telephone calls.

DUTIES AND RESPONSIBILITIES:

1. Assist the Department Head

• Administrative and Personal Functions

Screens visitors as to priorities/urgencies and/or refer them to the appropriate persons.

Prepares and types internal and/or external memos, reports, business correspondences, Letters, e-mails, etc.

Prepares and monitors itineraries and attendance for timekeeping and filing of leaves, official business for approval of the President and for submission to HR Dept.

Assorting, collating and data entry of all receipts required for tax refund.

Handles a day to day operations and specific tasks in a fast-paced environment

• On Telephone Calls

Answers politely telephone calls and/or inquiries from callers within the company and from the outside sources.

Immediately responds to incoming phone calls and accurately records and relays all important messages.

Assists the Department Head to reach out other staff in other entities (Cost Planning and Contract Admin Dept of Filinvest Alabang, Inc.) for any queries and concerns.

Assists the FAI staff and transfer calls to concern deportment.

• On Scheduling and Monitoring of Meetings

Early preparation for schedule of daily meetings and weekly activities in coordination with the schedule and activities of Cost Planning and Contract Admin staff of Filinvest Alabang, Inc.

Set-up appointments and monitor the calendar activities.

Maintains office calendar and manages scheduling. prioritizing, arranging. organizing and coordinating meetings and appointments to meet work flow including video conference meetings.

2. Assists Department Concerns

• Tags on the HRIS System printed forms duly signed and approved by the Head for all applied leaves, official businesses, overtime works, offset, leaves and failure to log in/out of all department staff including regional personnel.
• Regularly prepares Office Supplies request for monthly consumption as per approved budget.
• Checks and monitors monthly billing of the cellular phone assigned to the deportment and prepares request for payment for processing and payment.
• Prepares and monitors Deportment Scheduled Leaves.
• Coordinates and maintains records for staff.

3. Records, Inputs and Monitors of all Incoming and Outgoing Documents and Filing

• Maintains an organize files that comes in and out of the deportment for easy access.
• Formally logging correspondences of all incoming and outgoing documents for monitoring purposes.
• On time updates and maintenance of the filing systems including photocopying and scanning.

4. Efficiently process and effectively controls and monitors the processing and releasing of request of downpayment

• Checks if all received contractors requests for downpayment are complying with the required attachments prior to forwarding to the Department Head for approval
• Tags on the Sapphire System approved and signed printed form by the SVP and the President.
• Records and files all received and approved request for down payment for monitoring.
• Assists Contractors and Site Personnel in tracking of documents on down payment requests submitted and received.

5. Assist in Departments Project

• Assist the department in monitoring, updating and coordinating various projects to different vendors and concerned personnel

QUALIFICATIONS:

• College graduate of any business course
• Has at least 1 year of experience in related field.
• Computer Literate
• Has a knowledge in MS Office such as Excel, Powerpoint, and Word
• Has a knowledge in systems such as SAP and Sapphire