Administrative Assistant | Ateneo Graduate School of Business
Ateneo de Manila University
- Makati City, Metro Manila
- Permanent
- Full-time
- Oversees and manages the calendar, meeting, and appointment schedules
- Handles coordination and logistical support requirements for meetings, events, and activities
- Assists in preparing data requirements, translating findings into briefs/reports, and submitting reports
- Contributes to efforts in communicating and promoting to various stakeholders vital and up-to-date information, reports, and initiatives in support of offices or committees looking into University strategies, rankings, and accreditations
- Takes minutes of meetings to document significant and important points
- Attends to inquiries and requests from stakeholders and visitors from various communication channels and coordinates the flow of information internally and with other offices concerned
- Receives, files, and safeguards Office records, mails, facsimile messages, and other communication materials
- Assists in gathering and preparing data and drafts reports needed
- Assists in preparing, collating, and distributing documents needed for meetings
- Prepares and files copies of outgoing correspondences and ensures that they are addressed/distributed (especially confidential documents) to intended recipients in a prompt and efficient manner
- Updates office database and maintains files and records of correspondences, documents, and other materials for the Office in a systematic manner and consistent with the need to protect confidentiality and data privacy
- Serves as a repository of all SQMO communication materials of the Office of the Associate Dean for Administrative and Student Services
- Maintains and tracks the Office’s financial resources by monitoring the expenses vis-à-vis the budget of the Office
- Coordinates with Finance and Treasurer Cluster for budget requests and considerations needed by the Office
- Maintains ledgers for operational and DCB accounts of the Office where expenses or income are logged to track running balances in real time
- Assists in coordinating and consolidating requirements for the annual budget for review and approval
- Prepares and processes financial documents for endorsement and for submission to the Central Accounting Office (CAO)
- Coordinates timely submission and processing of billings and payment with the CAO and arranges bank deposits and encashment, as needed
- Assists the Director of Student Activities and Formation in drafting various documents on Mulat Diwa and student-initiated programs, their implementation and managing daily activities
- Crafts budgets for projects, works with the different stakeholders and ensures adherence to the budget
- Assists the Director of Student Activities and Formation in seeking grants and/or sponsorships for its projects
- Assists in drafting and monitoring the Student Council and Mulat Diwa Foundation’s operating budgets
- Builds and maintains partnerships with benefactors, other non-profit and community organizations to develop programs, educate the public and expand resources
- Knowledge of office management systems and procedures
- Basic Accounting and Financial Management skills
- Proficient in MS Office applications
- Knowledge and skills in records management and safeguarding confidential records
- Excellent organizational, planning, and time management skills
- Good interpersonal, networking, and partnering skills
- Strong attention to details
- Good oral and written communication skills
- Bachelor’s degree
- With at least 1 to 3 years of relevant work experience
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