Administrative Officer & Executive Assistant
abbot
Taguig City, Philippines
1m ago

To assist the superior perform his / her duties and accomplish executive secretarial / administrative duties according to priorities within specified time frame.

The job of the Executive Assistant reports to two Direct Reports, the Finance Director and Medical Director for Medical Affairs & QA, providing executive assistance with a high sense of responsibility, efficiency, organization, speed according to priorities and timeframe and serves as the link for all coordination with internal and external contacts in order to achieve the overall company objectives In addition while performing the function of an EA, this position manages the administrative requirements of the company and supervision to three (3) administrative staff.

EXECUTIVE ASSISTANCE :

  • Management and checking of superiors’ calendar of appointments requiring interaction with both internal
  • and external executives and assistants to coordinate a variety of complex executive meetings. Serves as a link for any coordination needed within internal and external contacts.
  • Monitors and assess appropriate financial documents for FD approvals ensuring full compliance company policies. Checks accuracy and correctness of documents for approval / signature.
  • To verify the completeness and correctness of the Tender / Bidding documents before it goes to finance for approval.
  • To assists on contract approvals, manual purchase orders, Spoiled good return, Inventory destruction adjustment and other approvals of FD
  • Handles / sources out logistic requirements - venues of meetings and hotel accommodations for local requirements and foreign guests.
  • Prepares and submits monthly expense reports of the superiors on a timely manner per policy.
  • Compiles and maintains legal contracts for ALP and APPI with periodic updating. Secures and handles
  • confidential files / documents / information.
  • Administrator of initiated EPD Finance and Assistants Shared Folders in Public Drive.
  • Composes / types correspondences / responses following specific instructions for
  • review / signature of the superior.
  • Receives and reviews incoming correspondences. Sorts / screens what can personally be
  • handled and refers all others to the superiors.
  • Monitors and makes follow up on matters which need timely responses or submissions.
  • Organizes international travel requirements of the superiors as well as Finance & MedRAQA dept. employees in coordination with the accredited Abbott travel agency.
  • Handles / source out logistic requirements - venues of meetings and hotel accommodations for local requirements and foreign guests.
  • Prepares Minutes of Bi-Monthly Finance Meetings
  • ADMINISTRATIVE DUTIES :

    1. Supervises three (3) administrative staff.

    Internal Control Responsibilities :

    1. Executes quarterly audit procedures to cover PSAs and completeness of acknowledgement of MD

    honorariums.

    2. Documents and reports quarterly findings from audit sampling performed for the abovementioned process.

    Essential Skills :

    Ability to engage, Participate and coordinate effectively with various stakeholders

    Functional Knowledge of ERP / SAP work environment.

    Functional knowledge of Microsoft Excel and Power point

    Proficient in Microsoft Word

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