Duties and Responsibilities

1. Provides comprehensive administrative and secretarial support to the Assistant Director, ensuring the smooth and efficient management of daily activities, priorities, and commitments.
2. Assists in day-to-day operations, including record keeping, logistics, procurement coordination, budget monitoring, and liquidation in compliance with COA, DBM, and IPOPHL rules and regulations.
3. Manages the Assistant Director’s calendar, appointments, meetings, and official engagements, including scheduling, coordination, and follow-up actions to ensure timely execution of decisions and directives.
4. Serves as the primary custodian of the Assistant Director’s records and documents, maintaining proper filing, tracking, retrieval, and compliance with records management and confidentiality requirements.
5. Prepares, drafts, formats, encodes, and proofreads correspondence, memoranda, reports, presentations, and other official documents for the Assistant Director’s review and signature.
6. Handles incoming and outgoing communications, including emails, phone calls, and official documents, ensuring appropriate routing, prioritization, and follow-through.
7. Prepares and disseminates communications to internal and external stakeholders, maintaining active coordination with partners and managing the directory of contacts within the government, private sector, and creative industries.
8. Performs hands-on computer-based tasks using office productivity tools (word processing, spreadsheets, presentations, and databases) to support reporting, coordination, and information management.
9. Prepares minutes of meetings, terminal reports, and other documentation necessary to ensure the proper recording, follow-up, and smooth execution of the Office’s programs, activities, and projects.
10. Coordinates with internal units, bureaus, and external stakeholders on behalf of the Assistant Director to facilitate information flow, meeting arrangements, and administrative requirements.
11. Assists in monitoring deadlines, commitments, and action items arising from meetings, directives, and official communications to support the Assistant Director’s effective decision-making and oversight.
12. Maintains professionalism, discretion, and confidentiality in handling sensitive information and executive-level matters.
13. Performs other administrative and support functions as may be assigned to ensure the smooth and efficient operation of the Office of the Assistant Director and the effective delivery of its mandate.