Executive Secretary (R&D)

Title: Executive Secretary (R&D)

The Executive Secretary (R&D) is responsible for professional secretarial services as well as the monitoring of administrative services for the Division/RBU to ensure that these functions are cost effective and contribute to the accomplishment of company objectives.

Key Result Area 1: Administrative Support to Division/RBU

• Organize Division/RBU Calendar Update
• Prepare and control administrative budget and department/district PNL checking.
• Present comparison on costs, risks and benefits.
• Arrange necessary travel requirements of Division/RBU Head and team members, as needed.
• Coordinate with accredited travel agency to book flights and other travel requirements.
• Oversee administrative details of delegated projects of the Division/RBU
• Screen requests for reimbursements and liquidation for Division/RBU Head signing.
• Manage office supplies inventory and ensure proper ordering and processing of payment, as needed.
• Maintain schedule calendar and coordinate with concerned individuals.
• Organize meetings called for and involving the Division/RBU Head.
• Provide support to company-initiated engagement initiatives.
• Maintain consistent performance of routine work.
  
  

Key Result Area 2: Report Preparation

• Prepare relevant reports needed by Division/RBU
• Provide analysis on relevant content of the report.
• Consolidate reports from different departments.
• Prepare and finalize reports for regular scheduled Division/RBU meeting.
  
  

Key Result Area 3: Records Management

• Arrange essential mail in order of priority and action of the Division/RBU Head.
• Prepare weekly updates for LT Mancom Reference.
• Maintain dashboard specific to the Division/RB.
• Sort and review documents for review/approval/signature of the Division/RBU Head.
• Act as Records Management Lead for the Division/RBU
  
  

Key Result Area 4: People Management

• Follow-up on work delegated by Division/RBU Head.
• Oversee tasks delegated to team members and ensure progress and accomplishment.
• Coordinate workflow with division.
  
  

Key Result Area 5: Information Dissemination/ Inquiry Handling

Disseminate relevant information and announcements to concerned individuals/departments.

• Overall direction by Division/RBU Head
• Birthday Alert to ManCom
• Draft replies for communication materials.
• Ensure proper handling of confidential information.
• Handle inquiries that need not be tackled by Division/RBU Head.
• Screen calls/mails for Division/RBU Head's action.
• Arrange return calls, if necessary.
• Provide back-up information for return calls.
  
  

Others

• Perform other job or expertise related assignments in order to develop one's self and/or share one's expertise in cross-functional lead assignments.
  
  

Qualifications

Educational Background: Bachelor's degree in any four-year course, preferably Business-related.

Administrative Experience: At least 2-3 years of office administration experience.

Communication skills: Strong verbal and written communication skills to interact with team members and external stakeholders.

Organizational Skills: Ability to manage calendars, schedules, and multiple administrative tasks simultaneously.

Confidentiality: Skill in handling sensitive and confidential information appropriately.

Working set-up: Amenable to work in a hybrid set-up in Ortigas, Pasig.