Secretary, Quezon City

Secretary

The Secretary to the Division Manager is responsible for providing comprehensive administrative support to the Division Manager at So-En Garments Corporation. This role includes managing calendars, coordinating meetings, handling communication, maintaining records, and assisting with specific tasks to ensure efficient operations and facilitate decision making.

General Secretary Duties

Calendar

• Prepare travel itineraries and trip files as needed.
• Maintain the calendar and determine priority events.
• Organize and monitor the Division Managers schedule, including meetings and business trips.

Meetings

• Record meeting minutes when the Division Manager presides, documenting issues, responsibilities, and timelines.
• Convey Division Manager's instructions.
• Route approved meeting minutes and ensure commitments are fulfilled.
• Prepare meeting agendas and arrange facilities as required.
• Receive and route incoming memoranda and documents, arranging mail by priority.
• Participate in administrative meetings to ensure secretarial follow-through.

Public Relations

• Entertain visitors and requests.
• Screen and manage telephone calls, providing information to callers.
• Welcome and direct visitors to the Division Manager, ascertaining the nature of their business.
• Organize and maintain correspondence and records, including making copies when necessary.

Financial and Administrative Tasks

• Schedule and coordinate timely payments for various obligations to avoid penalties.
• Prepare necessary reports and update mail/phone directories.
• Monitor special projects/tasks assigned by the Division Manager.
• File incident reports for incidents with violations, aiming to identify process weaknesses.

Job Qualifications

• Bachelors degree in Business Administration, Office Management, or any related field
• At least 12 years of relevant administrative or secretarial experience
• Proficient in Microsoft Office (Word, Excel, PowerPoint)
• Strong organizational and communication skills
• Basic knowledge of calendar and meeting management

Additional Requirements

• College graduate
• No visible tattoo
• With SSS, Pag-IBIG, PhilHealth, TIN