REGIONAL EXECUTIVE ASSISTANT
Posted 4d ago
Education: Bachelor’s degree preferably in Social Sciences, Public Administration, Law, or any allied sciences.
Considerable units in a Master’s Degree is an advantage
Experience: At least two (2) years of relevant experience,
Preferably in government, managing projects or social development programs
Training: At least Four (4) hours of relevant training
Eligibility: None required
Employment Status: Contract of Service
Statement of duties and responsibilities:
- Assists in the day-to-day operational and administrative activities of the Director by organizing the incoming flow of work, prioritizing incoming requests, maintaining a control system, and monitoring/following up to ensure timely response;
- Sets and monitors the Director’s schedule by arranging appointments, budgeting time, preparation of meetings;
- Screens correspondence, responds to requests for non-technical information, drafts correspondence on general inquiries for the Director’s signature, assembles and summarizes information necessary for preparing a reply by the director. Answers and screens telephone calls; provides routine and general information, redirect calls the appropriate person as required;
- Obtains, compiles, and extracts information from files, publications, databases, and other sources, on her own initiative or as requested by the supervisor, to prepare documents and briefing papers. Undertakes research to provide information to internal and external audiences, often on an urgent basis, using databases and/or the Internet;
- Coordinates to the focal person on the Performance Management System of the Field Office and acts as the contact point for OPCR & IPCR documentation of the RD, organizing meetings for the Director with the staff reporting directly to him, preparing the documentation and tables of preliminary ratings based on the evaluators’ comments to provide them to the Coordinator of the PRAS Review Committee;
- Records administrative actions and decisions on the files which the Director manages, filing documents in hard copy and/or electronically, maintaining control system;
- Makes necessary arrangements for meetings called for by the Director, drafts agenda, compiles, distributes background documentation, and acts as recording secretary for such meetings as required by taking, synthesizing, preparing, and disseminating notes and maintaining committee files;
- Participates on behalf of the Director in meetings when he/she is unable to attend in person and takes notes on decisions taken and follow-up action required by supervisor;
- Organizes workshops, conferences, seminars, and other special meetings, including but not limited to making initial contact with participants, prepares documentation to be distributed, and deals with participants’ particular requests, as needed; does other related tasks as may be assigned by the RD.
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