Secretary, Concentrating Division Jobs

Deliver quality administrative and secretarial services for Concentrating VP and Managers in a professional, accurate and timely manner satisfying the customer/s needs, supporting the department's key objectives.

The key duties and responsibilities of this position are:

1. Represent office as administrative liaison to internal and external contacts, in order to ensure all administrative inquiries are resolved and ensure compliance of policies and procedures.

2. Propose annual budget of office supply and requirement and control and monitor the realization in order to ensure the expenditure is within approved budget.

3. Oversee administration of Concentrating VP and Manager's files, databases and reports and other office administrative functions, in order to ensure all files and documents are well administered and easy to trace.

4. Develop procedures and monitor the implementation for handling and maintaining administrative matters (especially confidential materials) in order to ensure those are handled properly.

5. Organize calendar of appointments, staff's vacation, meetings and travel itineraries and e-expense report for Concentrating Management members (VP and Managers) in order to ensure all schedules and itineraries are well arranged.

6. Schedule, facilitate, and/or implement special events, and/or programs (including Division's visitor) in order to ensure the programs or events are running well.

7. Communicate and coordinate with all relevant parties, in order to collect and compile data and/or information to be formatted and uploaded in Concentrating Website.

8. Perform non-routine, complex, and/or specialized office support work, which requires the exercise of independent judgment, the application of administrative skills, and a detailed knowledge of the activities and procedures.

9. Prepare corresponcende, reports, forms, work orders, and specialized documents from drafts, notes, brief instructions, corrected copy for accuracy, completeness, compliance with departmental policies, formatting, and correct English usage, in order to promote smooth communication.

The key challenges in this position include:

° Communication to various parties in timely.

° Attention to detail in executing the tasks.

The background, education, and work experience needed to succeed in this job are:
Minimum Education And Experience
° 3 Years Diploma 10 - 12 years experience in the administration office task.
° Microsoft Office.
° Microsoft Windows Basic.
° Filing systems.
Core Competencies (Knowledge, Skills & Characters)
° Communication and interpersonal skills.
° English proficiency.
° Computer skill.
Dateline: 28 June 2023