Executive Secretary To The Manager
Less than 1 year experience required
Ace Medical Solutions
Subangdaku, Mandaue City, Cebu
Details
ACE MEDICAL SOLUTIONS, INC.
Currently we are looking for:
EXECUTIVE SECRETARY TO THE MANAGER
Responsibilities:
Priorities
• Relieve management of administrative detail in all projects / tasks for manager
• Coordinate work flow among office / sales / production personnel under manager
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager's absence
• Keep projects / tasks on schedule
• Maintain procedures manual to ensure consistent performance of routines
Communication
• Compose correspondence/reports for manager's signature
• Arrange essential mail and other paper works in priority action order for manager
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from manager's dic tation or notes
• Research, draft or abstract reports
Phone
• Handle all inquiries within capacity
• Arrange "callbacks" to protect manager's time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed
• Do phone surveys/inquiries as needed
Appointments/Meetings
• Maintain calendar; ascertain which events require manager's presence
• Fix commitments to maximize manager's time efficiency; Allow decision/desk time
• When manager chairs meetings:
-Prepare agenda in advance
-Arrange meeting facilities
-Act as recording secretary; prepare action minutes
Confidentiality
• Perform to earn manager's full confidence
• Assure discreet handling of all business (and the inevitable personal) info
Visitors
• Screen to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed
• Schedul e visits away from manager's area to protect priority/private tasks
Travel
• Arrange travel through internal or outside agents / sales
• Arrange travel cash in advance
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for manager
• Complete expense reports after trip
Data Management
• Improve/tighten storage/retrieval systems
• Update and manage paper work / filing
Routines
• Update job descriptions desk manual (including all those under your manager assigned)
• Command responsibility of resources Routinely re-order office and other supplies
• Update mail/phone directories
• Make these available to trainees
Projects / Special assignments
• Handle administrative detail, all projects
• Seek greater role in projects within administrative and other areas of competence
• As required, recruit, hire, train and supervise par t-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff
At the advanced levels, office administration is about METHODS for handling work; it requires a constant audit of the way a company does things, and willingness to rock the boat for greater economy and efficiency in getting work done.
Here are some typical tasks:
• Study and review company or office/ job scope procedures
• Recommend management action to improve standard operating procedures. Present comparisons on costs, risks, and benefits
• Develop and test new procedures
• Take part in any administrative meetings to assure secretarial follow-through
• Take initiative on requests and inquiries of administrative nature, especially when bosses' specialty is not administrative
• Prepare and control administrative budgets
Requirements:
• Candidate must possess at least a Bachelor's/College Degree, any field.
• At le ast 2 year(s) of working experience in the related field is required for this position.
• Applicants must be willing to work in MANDAUE CITY.
• Preferably 1-4 years Experienced Employees specializing in Clerical/Administrative Support or equivalent.
Currently we are looking for:
EXECUTIVE SECRETARY TO THE MANAGER
Responsibilities:
Priorities
• Relieve management of administrative detail in all projects / tasks for manager
• Coordinate work flow among office / sales / production personnel under manager
• Update and chase delegated tasks to ensure progress to deadlines
• Take initiative in manager's absence
• Keep projects / tasks on schedule
• Maintain procedures manual to ensure consistent performance of routines
Communication
• Compose correspondence/reports for manager's signature
• Arrange essential mail and other paper works in priority action order for manager
• Check deadlines on incoming requests and put preliminary work in play
• Process replies on own initiative or from manager's dic tation or notes
• Research, draft or abstract reports
Phone
• Handle all inquiries within capacity
• Arrange "callbacks" to protect manager's time
• Provide back-up materials for callbacks
• Route calls elsewhere as needed
• Do phone surveys/inquiries as needed
Appointments/Meetings
• Maintain calendar; ascertain which events require manager's presence
• Fix commitments to maximize manager's time efficiency; Allow decision/desk time
• When manager chairs meetings:
-Prepare agenda in advance
-Arrange meeting facilities
-Act as recording secretary; prepare action minutes
Confidentiality
• Perform to earn manager's full confidence
• Assure discreet handling of all business (and the inevitable personal) info
Visitors
• Screen to control interruptions
• Provide back-up data as needed
• Arrange amenities as needed
• Schedul e visits away from manager's area to protect priority/private tasks
Travel
• Arrange travel through internal or outside agents / sales
• Arrange travel cash in advance
• Prepare itinerary, trip file and supplies
• Prepare expense report tools for manager
• Complete expense reports after trip
Data Management
• Improve/tighten storage/retrieval systems
• Update and manage paper work / filing
Routines
• Update job descriptions desk manual (including all those under your manager assigned)
• Command responsibility of resources Routinely re-order office and other supplies
• Update mail/phone directories
• Make these available to trainees
Projects / Special assignments
• Handle administrative detail, all projects
• Seek greater role in projects within administrative and other areas of competence
• As required, recruit, hire, train and supervise par t-time or full-time, paid, or unpaid/volunteer secretarial or clerical staff
At the advanced levels, office administration is about METHODS for handling work; it requires a constant audit of the way a company does things, and willingness to rock the boat for greater economy and efficiency in getting work done.
Here are some typical tasks:
• Study and review company or office/ job scope procedures
• Recommend management action to improve standard operating procedures. Present comparisons on costs, risks, and benefits
• Develop and test new procedures
• Take part in any administrative meetings to assure secretarial follow-through
• Take initiative on requests and inquiries of administrative nature, especially when bosses' specialty is not administrative
• Prepare and control administrative budgets
Requirements:
• Candidate must possess at least a Bachelor's/College Degree, any field.
• At le ast 2 year(s) of working experience in the related field is required for this position.
• Applicants must be willing to work in MANDAUE CITY.
• Preferably 1-4 years Experienced Employees specializing in Clerical/Administrative Support or equivalent.
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