Junior Executive Assistant – Office of the Deputy General Manager

DEPARTMENT: Office of the Deputy General Manager
NO. OF VACANCY: 1
EMPLOYMENT GRADE: EG 21

JOB SUMMARY

The Junior Executive Assistant is responsible for providing executive, administrative, technical, and legal support to the Deputy General Manager in the performance of his/her functions and responsibilities. The position requires competency in technical and legal writing, legal research, policy review, project monitoring, and administrative coordination to ensure the efficient operations of the Office of the Deputy General Manager (ODGM). The incumbent shall likewise assist in the preparation and review of official communications, memoranda, reports, and other corporate or administrative documents in accordance with applicable laws, government regulations, and corporate policies.

DUTIES AND RESPONSIBILITIES

1. Reviews all incoming communications, documents, reports, and correspondences and determines matters requiring priority action or appropriate attention by the Deputy General Manager.
2. Drafts, prepares, reviews, and finalizes letters, memoranda, reports, executive summaries, briefing materials, contracts, resolutions, and other official documents for the signature or approval of the Deputy General Manager.
3. Conducts legal research and assists in the review and interpretation of laws, rules, regulations, jurisprudence, policies, contracts, and other legal or administrative issuances relevant to the operations of PICCI.
4. Assists the Deputy General Manager in the management, coordination, monitoring, and implementation of special projects, programs, and assignments.
5. Coordinates and follows up with department heads, key personnel, government agencies, stakeholders, and external partners regarding pending actions, projects, directives, and matters requiring immediate attention.
6. Prepares briefers, updates, executive summaries, and status reports on proposals, reports, and matters submitted for the consideration and decision of the Deputy General Manager.
7. Assists and coordinates with the Office of the General Manager and other concerned offices in the preparation of the agenda and supporting documents for the PICCI Board, Executive Committee, and Management Committee meetings, as directed by the Deputy General Manager.
8. Consolidates, organizes, and maintains all relevant documents, memoranda, reports, and reference materials for meetings, conferences, and official engagements of the Deputy General Manager.
9. Sorts out, monitors, and tracks action points, directives, and assignments arising from Board, Executive Committee, and Management Committee discussions and minutes for the appropriate action of the Deputy General Manager.
10. Coordinates with the Security Office and Technical Services Department and the concerned Disaster Control Committee in the formulation, implementation, and monitoring of safety rules and regulations, including the conduct of fire drills and emergency preparedness activities.
11. Supervises and oversees the work performance of assigned secretarial and clerical personnel and provides overall administrative support to the Office.
12. Assists in the preparation and drafting of the annual budget proposals and other administrative and financial requirements of the Office of the Deputy General Manager.
13. Oversees and ensures proper accountability, maintenance, and management of the properties, records, supplies, and equipment assigned to the Office of the Deputy General Manager.
14. Maintains confidentiality and proper safekeeping of sensitive documents, communications, records, and information handled by the Office.
15. Performs other related functions and duties that may be assigned by the Deputy General Manager and/or General Manager.

SKILLS/QUALIFICATIONS GUIDE

 Education:

• Bachelor of Laws (LLB) or Juris Doctor
• Must be a Lawyer, however, candidates who have completed a Bachelor of Laws or Juris Doctor degree and are awaiting Bar results may also be considered, subject to management discretion

Experience:

• At least three (3) years of relevant experience in executive assistance, administrative function, technical writing, legal research/practice, corporate administration or related field

Interested applicants may submit their application addressed to Atty. Nicolette Ann P. Cruz, General Manager thru Atty. Melan M. Espela, Director, Administrative Department to hrmdd@picc.gov.ph. Kindly include the position applied for in the subject line.