Office Assistant | Arete  

Under the supervision of the Executive Director (ED), the Office Assistant V provides administrative and office support in the day-to-day operations of Areté such as monitoring schedules, processing day-to-day cash flow, supplies and inventory, and office records.

Main Duties and Responsibilities

I. Frontline and Office Support

· Serves as the office’s receptionist and attends to visitors, calls, messages from various communication channels, and directs them to the appropriate employee/personnel.

· Receives and screens incoming and outgoing memos and documents.

· Acts as the custodian of office supplies and equipment.

· Monitors the inventory of office supplies and takes the necessary steps for replenishments as needed.

· Safeguards, maintains, and manages confidential matters/documents of the office (e.g. files and database of contracts, press lists, guests, sponsors, artists, collectors, etc).

· Prepares the attendance reports for submission to OHRMOD.

· Coordinates with concerned offices for job order requests related to the physical and communication facilities of the office.

· Maintains the general upkeep of the office.

II. Areté Reservation and Logistical Support

· Attends to all requests for use of Areté’s spaces, communicating (dis)approval of reservation requests, and coordinating reservation requirements with necessary offices and personnel.

· Prepares reports regarding the usage of facilities.

· Assists in the logistical preparation for events by:

a. Coordinating with caterers and suppliers.

b. Providing registration and logistical support during workshops, lectures, and events.

c. Informs the Security Office of events in Areté.

· Sends out press releases and invitations.

III. Budget Support

· Monitors office budget and DCB accounts of the office.

a. Keeps financial records and expenses account of the Office

b. Checks and confirms bills and other statements of account before payment

· Handles and prepares order for checks, budget transfers, reimbursements and liquidations.

· Assists the Director in preparing the yearly budget, based on the previous year’s budget

IV. Performs other duties as may be assigned by the Executive Director and authorized representatives.

Knowledge, Skills and Abilities:

· Must have good people skills and the ability to work with different personality types

· Experience in records keeping and filing practice

· Excellent organization skills and attention to detail

· Experience in bookkeeping, an advantage

· Ability to work on multiple assignments at the same time

Education and Experience Requirements:

· Bachelor’s Degree

· At least 2 years work experience in related field