Administrative Assistant

Job Summary

This role supports the Head/s by coordinating and managing all administrative tasks for the department/unit, including document preparation, meeting coordination, correspondence handling, and assisting with operations-related duties assigned by the Chief Executive.

Responsibilities

• Serve as the central liaison and point of contact for the department, business unit, or office
• Prepare, edit, and encode documents and presentation materials as requested by the Chief Executive
• Monitor and track submission of MIS reports from various units to ensure timely delivery
• Schedule and coordinate appointments and meetings, including arranging venues, equipment, logistics, and refreshments
• Manage all incoming and outgoing correspondences by drafting, finalizing, sorting, distributing, recording, and releasing memos and documents
• Assist with HR-related administrative tasks to support department operations
• Process requisitions for supplies and company giveaways efficiently
• Prepare and distribute company-related materials for the unit as needed
• Perform photocopying and faxing of documents upon request
• Handle all incoming and outgoing telephone calls professionally
• Receive, screen, and assist visitors to maintain a welcoming office environment
• Monitor and track phone expenses to support budget management
• Record and manage notices of absence from department/unit employees
• Organize and maintain the office filing system to ensure easy retrieval of documents
• Schedule employee leaves and coordinate duty handovers during absences
• Support routine branch operations tasks to maintain smooth workflow
• Perform other related duties as assigned to support department and executive needs