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Job Description
1. Maintain company confidentiality for incoming and outgoing correspondence, telephone, fax, electronic mail and any other written or verbal communications.
2. Receive incoming mail/communications and segregates for distribution according to action required.
3. Review outgoing correspondence for proper format, grammatical accuracy and as requested for opinion as to substance and content.
4. Receive other visitors or telephone calls, determines nature and purpose of call, and whenever possible transacts business personally, or utilizing tact and judgment, refers to appropriate member of the Department Manager's staff.
5. During absence of Supervisor determines necessity of contacting him by telephone, etc.
6. Schedule appointments and conferences for Supervisor consistent with other problems requiring his time and attention.
7. Obtain information from files, library, or other sources on a wide variety of matters requiring an insight into current issues confronting the Supervisor and summarizes, consolidates and presents to the executive for his/her use.
8. Take and transcribe dictation including confidential material with technical and specialized terminology.
9. Take minutes of meetings. Follow up on action indicated in meetings by advising person(s) responsible for action and reminding them of deadlines.
10. Set up and maintains the Supervisor’s files.
11. Keep reference files and manuals of policy and procedure up to date.
12. Verify attendance, hours worked, compile employee time and post information in time sheets and designated records.
13. Keep track of leave time, such as vacation, personal, and sick leave, for employees.
14. Perform typing duties of varying difficulty utilizing judgment in presenting it in its final form, frequently under pressure of deadlines.
15. Make travel booking and arranges advances and purchase tickets for the Supervisor’s planned itineraries.
16. Requisition and maintain proper inventories of office supplies and stationery.
17. Prepare agenda for conferences, effects distribution of same to participants notifying them of time and place of conference.
18. Perform other miscellaneous related duties as requested by the Supervisor
Skills
1. Quality and Result Orientation
2. Adaptability and Innovation
3. Initiative & Self-Development
4. Safety
5. Team Work & Interpersonal/ Communication Skills
6. Coaching
Education
Diploma in relevant field.