Administrative Assistant

1. Office administrationa. Coordinates the efficient flow of files and documents (i.e. incoming & outgoing) between head office and cluster management; also between NBOs and cluster management.
b. Creates and maintains an effective and efficient filing system, including records retention and sefekeeping.
c. Prepares and monitors CA requests and liquidation of the cluster management team in accordance with company guidelines; requests for payment and reimbursement of business expenses.
d. Maintains and monitors inventory of office supplies, printed forms and other logistic supplies neeed by the cluster.
e. Acts as liason between Branch SSAs and cluster management, and with head office.
f. Extends the appropriate head office support to Branch SSAs.
g. Handles inquiries and appointment requests directed to the Cluster management team.
h. Assists the CH in the onboarding of new staff.
2. Events coordination
a. Assists the cluster management team in the preparation and conduct of meetings, kick-offs, planning, training and other related activities in the cluster. Activities may include, but not limited to: venue/facilities sourcing & reservation, invitation & registration of participants, meals/materials/supplier sourcing.
b. Handles post-event logistics as required by the cluster management team such as: event evaluation, submission of attendance sheets, liquidation and reimbursement of expenses, charging of no-show fees, etc.
3. Reports generationa. Prepares reports needed by the cluster management team such as: production, productivity, manpower, contest/campaign qualification, validation, etc.
b. Consolidates reports needed by cluster management from the Branch SSAs; and consolidates reports needed by territory management from the clusters.
c. Coordinates the submission of special reports needed by cluster management from Branch SSAs.
d. Prepares various reports required by head office and submits them in a timely manner. Reports may include, but not limited to: training hours, call tree lists, etc.
4. Budget monitoring
a. Prepares and monitors the budget for the clusters (i.e. headcount, capex, supplemental).
b. Reviews the liquidation or reimbursement requests of NBOs (i.e. branch fund, pot money) and consolidates for review/approval of the Channel Head.
Specialized Knowledge/Skills
Must be proficient in using MS Office applications (MS Word, Excel, Powerpoint) and can easily learn the in-house system;
Must demonstrate ability to handle both routine and non-routine tasks;
Has good interpersonal and oral & written communication skills;
Pro-active, systematic, assertive, and has the ability to work in a team environment under minimal supervision.
Education and Experience
Degree holder of Marketing, Communication Arts, or other related course.
At least 3 - 4 years secretarial or administrative support experience.