Chia, Ghyeneth C.
Professor Shirley
Rioza
ADM & OFF
The Admin Professional Job
Administrative Assistant
Job Description
(Task, Duties & Responsibilities)
Answer and direct phone calls
Organize and schedule
meetings and appointments
Maintain contact lists
Produce and distribute
correspondence memos, letters,
faxes and forms
Assist in the preparation of
regularly scheduled reports
Develop and maintain a filing
system
Order office supplies
Book travel arrangements
Submit and reconcile expense
reports
Provide general support to
visitors
http://resources.workable.com/administrati
ve-assistant-job-description
http://coverlettersandresume.com/administra
tive-assistant/summary-of-qualifications-for-
administrative-assistant-resume/
Job Specification
(Education, Abilities and Skills)
Highly skilled in greeting visitors,
determining nature of business
and directing to concerned person
Able to give accurate and detailed
information to visitors
In-depth knowledge of typing
correspondences, reports and
other documents
Proven record of answering
telephone, giving relevant
information to callers and routing
calls to appropriate individual
Demonstrated ability to schedule
appointments and meetings
Well versed in taking and
compiling minutes of meetings
Thorough understanding of
making copies of printed
documents, and
filing correspondences, reports
and records
Quick at compiling and typing
statistical reports and charts
Adept at arranging travel
schedules and reservations
Computer: Extremely proficient in
Microsoft Office applications
Communication: Able to work and
converse efficiently with all levels
of colleagues, clients and other
external contacts
Chia, Ghyeneth C. Professor Shirley
Rioza
ADM & OFF

Executive Assistant
Chia, Ghyeneth C.
Rioza
ADM & OFF
Job Description
(Task, Duties & Responsibilities)
Prepare and edit
correspondence,
communications,
presentations and other
documents
Design and maintain
databases
File and retrieve documents
and reference materials
Conduct research, collect and
analyze data to prepare
reports and documents
Manage and maintain
executives' schedules,
appointments and travel
arrangements
Arrange and co-ordinate
meetings and events
Record, transcribe and
distribute minutes of meetings
Monitor, screen, respond to
and distribute incoming
communications
Answer and manage incoming
calls
Receive and interact with
incoming visitors
Liaise with internal staff at all
levels
Interact with external clients
Co-ordinate project-based
work
Review operating practices
and implement improvements
where necessary
Supervise, coach and train
lower level staff
http://www.best-job-
interview.com/executive-assistant-job-
description.html
Professor Shirley
Job Specification
(Education, Abilities and Skills)
Listening and Communication
Skills: You will be expected to
follow instruction from your
supervisor, and your ability to
understand those instructions
with little or no follow up will
be appreciated by your boss.
Also, you might need to
relate messages or
instructions to others based
from your supervisor. Good
listening and communication
skills ensures that the
information is relayed
correctly.
People/Interpersonal Skills:
You will be working directly
with at least one person: your
boss. But you also might be
the first line of
communication between your
boss and the outside world,
potentially speaking with
clients, other employees and
upper management.
Organizational Skills: Your
supervisor will likely rely on
you to keep the working day
in order. Scheduling
meetings, travel plans,
billing, etc. will all require you
to have terrific organizational
skills.
Computer Skills: Writing
emails, transcribing notes,
faxing, copying, and creating
spreadsheets or printing
documents figure heavily in
an executive assistant's day.
http://www.snagajob.com/job-
descriptions/executive-assistant/
Chia, Ghyeneth C. Professor Shirley
Rioza
ADM & OFF
Office Manager

Job Description Job Specification

(Task, Duties & Responsibilities) (Education, Abilities and Skills)

Serve as the point person for Proven office management,

maintenance, mailing, shopping,
supplies, equipment, bills, and
errands
Organize and schedule meetings
and appointments
Partner with HR to maintain office
policies as necessary
Organize office operations and
procedures
Coordinate with IT department on
all office equipment
Manage relationships with
vendors, service providers, and
landlord, ensuring that all items
are invoiced and paid on time
Manage contract and price
negotiations with office vendors,
service providers and office lease
Manage office G&A budget,
ensure accurate and timely
reporting
Provide general support to
visitors
administrative or assistant
experience
Knowledge of office management
systems and procedures
Excellent time management skills
and ability to multi-task and
prioritise work
Attention to detail and problem
solving skills
Excellent written and verbal
communication skills
Strong organisational and
planning skills
Proficiency in MS Office

http://resources.workable.com/office-
http://resources.workable.com/office-
manager-job-description
manager-job-description