Duties and Responsibilities


Manage office protocol and etiquette for customer satisfaction and harmony.
Serve as a liaison between the offices, the University Management, and the institution as a whole.
Attend to visitors and clients (internal and external).
Handle incoming and outgoing telephone calls.
Provide reception services by responding to internal and external inquiries and complaints from staff and clients.
Draft routine correspondence for both internal and external communication, i.e., emails, memos, letters, and notices to ensure a smooth flow of information.
Organize the flow of information in the office, including prioritizing and directing email messages and correspondence and ensuring follow-up as required.
Prepare reports, speeches, and PowerPoint presentations for meetings and seminars.
Maintain and update the contact database.
Manage the logistics around meetings by sending meeting notices and agendas, circulating reference documentation prior to meetings, booking meeting venues, managing food service requests, and other requirements.
Take oral dictation for speed and efficiency in letter writing.
Use e-office for research and data processing to generate accurate information and statistics.
Operate office equipment for copying and distribution.
Prepare work plans and almanac.
Prepare performance contracts quarterly reports.
Prepare work plans quarterly reports.
Take minutes in meetings.
Establish and monitor procedures for record-keeping of correspondence and file movement for proper record-keeping by maintaining an organized filing system as per the Quality Management Systems.
Secure office records, equipment, and document handling, including classified materials, to avoid loss.
Guide and supervise other office personnel, e.g., Driver, Office Assistant, and Clerk, for overall office efficiency.


Requirements for Appointment


Master's degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
Bachelor’s degree in Secretarial Studies, Office Management, HRM, Business Administration, or its equivalent from a recognized institution.
Diploma in Secretarial Studies or single subjects as:

Typewriting III (50 wpm)
Office Management III
Business English III
Secretarial Studies II
Commerce II
Shorthand III (120 wpm)
Office Practice II


MUST have served in the grade of Assistant Executive Secretary (Grade MNT 11) or equivalent for a minimum period of three (3) years.
Certificate in Computer Applications skills from a recognized institution.
Demonstrated merit and ability as reflected in work performance and results.