Administrative Assistant | Reliever  

Contract: 3 months

Employment: hired under Protemps Inc. (Manpower agency) and deployed at Quisumbing Torres

Job Description

• Prepares reports requested by the lawyers
• Prepares Powerpoint Presentations as requested by the lawyers
• Receives and sorts all incoming pleadings, filed pleadings, letters, memos, reports and other correspondences from different offices and/or clients for information, review and approval of lawyers
• Encodes/ prepares/ prints/ scans / proofreads documents and correspondences.
• Monitors, screens all visitors and incoming/ outgoing calls and mails
• Handles travel arrangements of lawyers including bookings, visa requirements, passport renewal and travel-related requests for payment
• Arranges for appointments, meetings and teleconferences of lawyers
• Handles all preparations before, during and after meetings such as:
• Reserving meeting rooms, car and other resources needed for meetings via the Resource Booking System.
• Sending out invites for telephone conferences to lawyers and clients.
• Preparing materials for lawyers' meetings.
• Prepares expense reports/medical reimbursement for lawyers
• Assists lawyers for files needed from the Central Files and Library needs. Files documents in satellite files when needed.
• Prepares DRCP, messengers' dispatch slips, courier request forms
• Files pleadings in various courts. Organize case folders, collates, and reproduces annexes for pleadings
• Replenishes and ensures adequate amount of office supplies
• Prepares payment requisition for lawyers’ club memberships, conferences/ seminars, etc.
• Handles payment of lawyers’ personal bills, makes deposits to and withdrawals from lawyers’ bank accounts and does other errands for lawyers
• Update QT contacts database of the lawyers being supported
• Performs other related duties as may be assigned from time to time.

Education

• Bachelor's degree graduate in Business Administration / Political Science / Liberal Arts

Experience

• At least two (2) years’ work experience performing secretarial or administrative work

Skills / Competencies Required

• With fundamental knowledge pertaining to office administration or secretarial management
• With excellent customer service orientation
• Able to communicate effectively (both oral and written)
• Able to organize multiple tasks and manage time
• Able to work under pressure and with minimum supervision
• Able to write /draft reports, memos and other related documents
• Able to do basic research skills with an eye for details
• Able to sort, index, categorize, order, manipulate and organize information/data/documents
• Proficient in the use of Microsoft (MS) software (i.e. Windows, Word, Excel and Outlook) and databases to manage voluminous data