division Secretary (reliever)METRO PACIFIC TOLLWAYS SOUTH MANAGEMENT CORP

Provide administrative support to the Department or Division through conducting and organizing administrative duties and activities including receiving and handling information.
Schedule Management:
Acting as the point of contact between the Department or Division Head and internal/external clients.
Maintains Department or Division Head's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel; includes providing reminders.
Makes travel and guest arrangements.
Information Management and Support:
Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics such as correspondence, reports, and presentations.
Set up and maintain document management system.
Secures information by completing data base backups.
Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
Maintains internal and external customer confidence and protects the company by keeping information confidential.
Office Management:
Managing the day-to-day operations of the Department or Division.
Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
Liaison with internal and external contacts.
Events Management:
Assists in planning and arranging events, including organizing catering internal and external events.
Others:
Performs other duties as assigned
QUALIFICATIONS
Education: Requires a Bachelor's Degree in Business Administration or a closely related field
Specialized knowledge: Travel Logistics; Full comprehension of Office Management Systems and procedures
Skills (including any technical or interpersonal skills): Good Customer Service Skills; Good organizational skills and ability to deal with and maintain strict confidentiality; Exemplary planning and time management Skills; Technical Skills, including proficiency with Microsoft Office Programs
Abilities: Ability to communicate effectively both verbally and in writing; follow oral and written instructions; Ability to remain professional throughout stressful situations, and resolve problems with creativity, confidentiality, and tact; Ability to manage multiple tasks with continued attention to detail
Other characteristics: Maintain a high level of confidentiality and deal effectively and courteously with employees
Professional Certification (Licenses needed): N/A
Experience: Minimum of 1 year proven experience in secretarial position; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job