A. PRIMARY DUTIES AND RESPONSIBILITIES:
1. In charge of Japanese General Affairs such as:
1. Hotel bookings, flight bookings, cars, and making restaurant reservations.
2. In charge of preparations of documents for Japanese Expat Visa applications, Alien Employment Permit, Exit Permit, and Passports, and monitors expiry and renewal.
3. Maintain the Japanese executive’s agenda and assist in planning appointments, board meetings, conferences, etc.
4. Handle confidential documents ensuring they remain secure at all times.
5. Screening phone calls and routing callers to the appropriate party.
6. Greet and assist visitors of Japanese executives and accompany them when required.
7. Checks and records all documents received intended for the President’s approval.
8. Provide administrative assistance in securing the accuracy of contracts, and all other documents through a careful checking of the contents prior to approval of the President.
2. Prepare documents stated below.
1. Assist in preparations of quarterly Board of Directors materials for the President’s presentation and Annual Gen. Stockholder’s Meetings every June.
2. Annual speech containing the Management's Annual Target.
3. Update brochures, pamphlets, and leaflets, and update client’s list and other printed materials necessary for sites and office operational instructions.
4. Annual Company-Wide Schedule of Activity (English Version) to be translated by the Executive Secretary to send to Japan every April through the Head Office in charge.
5. Prepare the project’s map for traceability, a summary of the Annual sales alpha list useful attachments to the Company Profile, Brochures, Pamphlets, and even Leaflets.
6. Handling office tasks such as filing, generating reports and presentations, setting up meetings, and reordering supplies.
7. Providing real-time scheduling support by booking appointments and preventing conflicts.
8. Using computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research if necessary.
9. Maintain polite and professional communication via phone, e-mails, and mail.
10. Anticipate the needs of others to ensure their seamless and positive experience.
11. In charge of all ISO/J-Sox-related documents under the Management Division.
12. Help assist the HR with any company-sponsored activities like anniversaries, Christmas Parties, Summer outings, and similar undertakings.
13. Recommends changes for improvement in the systems, methods, and procedures.
14. Performs other related functions that may be assigned by superiors from time to time.
15. Implement the ISO 9001:2015 Standard.
16. Abides with Company Rules and Regulations.
17. Performs other related functions that may be assigned by superiors from time to time
Job Type: Full-time
Salary: Php25,000.00 - Php30,000.00 per month
Benefits:
- Health insurance
Schedule:
- 8 hour shift
- Day shift
Ability to commute/relocate:
- Makati City: Reliably commute or planning to relocate before starting work (Required)
Education:
- Bachelor's (Required)
Experience:
- Administrative Assistant: 3 years (Preferred)
Language:
- English (Required)
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