ASC is Hiring! Executive Secretary

Under the general direction of the Head of the Administrative Section the Asian Shooting Confederation (ASC), the ASC is currently hiring an executive secretary that can perform secretarial and confidential duties requiring broad and comprehensive experience, skill and knowledge of organization policies and procedures.

The position must be filled by a person with a minimum of 5 years work experience in the same capacity preferably in large organizations and proficient in MS Office Applications.

Working conditions:

The incumbent must work well with people inside and outside the ASC including members of the Asian and International Shooting Federations, along with members of the public, perform well under the pressure, exercising good communication skills, prepare reports for the President and Head of Administrative Section. While performing the duties described below the incumbent will be required to work alone and/or in a team environment, using a ASC computer and appropriate software such as word processing, electronic mail, scanners and internet, participate in meetings with fellow staff.

Qualifications:

• Bachelors in Administration (Desirable)
• Certificate in administration or related (essential)

Duties and Responsibilities

1. Type letters, memos, and other documents according to applicable formats, guidelines, and procedures. Proofreads and edits documents for accuracy, consistency and the use of proper spelling, grammar, and punctuation.

2. Completes assignments within established time frames.

3. Transcribes or records meeting minutes and prepares reports that are clear, concise, and accurately reflect the events of the meeting.

4. Type meeting topics in advance and provides prompt and accurate information to inquiries from meeting participants concerning program or organizational issues, policies, rules, and regulations.

5. Courteously receives and notes callers' questions, requests, and needs and routes calls to appropriate staff in a timely manner.

6. Uses sound judgment and knowledge of the organization and its policies and procedures to respond to routine questions, requests or needs.

7. Records messages accurately and legibly according to established practices.

8. Forward messages to appropriate parties in a timely manner.

9. Maintains organized, accessible, and current systems in accordance

with applicable standards, policies, and procedures.

10. Classifies, sorts, files, transfers and/or retrieves correspondence,

articles, records, and other documents as requested.

11. Prepares and sends faxes, e-mail, and other communication in a timely

manner according to policies and procedures.

12. Monitors office supply needs on a regular basis.

13. Schedules appointments according to instructions from Head of Administrative Section or President and notifies appropriate parties of any appointment changes.

14. Schedules and maintains calendar of appointments, meetings, and travel itineraries, and coordinates related arrangements.

15. Schedules meetings and conferences as instructed.

16. Collects and compiles data accurately and thoroughly from reports,

files, databases, and other sources.

17. Maintains confidentiality of information as necessary and follows

department/section policy regarding release of information.

Percentage of time performing duties:

75% on duties outlined above

20% Provides support for the operation of the ASC office by performing the following duties in accordance with internal office

procedures/guidelines and at the request of the Director or when necessary:

• Copies documents on photocopier or scanner for President, Head of Administrative Section, or stakeholders
• Delivers reports or similar documents to President, Federations, or stakeholders
• Maintains an inventory of necessary supplies for the efficient and effective operation of the ASC office
• Initiates orders, with the Head of Administration Section to buy supplies and equipment for the ASC office
• 5% Provides stakeholder service for the ASC by performing the following duties in accordance with office guidelines or at the direction of the
• President or Head of Administrative Section:
• Greets walk-in visitors at reception area
• Answers telephone system using a high degree of courtesy and tactfulness. Screens and directs calls to appropriate staff and takes messages as necessary
• Processes outgoing email/mail and distributes documents by facsimile, electronically as required by office protocol; or requested by President or Head of Administrative Section.

Please send your CV to ([email protected])