Reliever for Office of the Assistant Headmaster for Formation  

The Project Staff (Reliever) shall provide temporary administrative, clerical, and operational support to the Assistant Headmaster for Formation to ensure continuity of essential office functions.

1. Frontline and Secretarial Support

• Receives and screens telephone/intercom calls, facilitates the transfer to the different offices and lounges/faculty rooms and relays pertinent messages to appropriate personnel while maintaining accuracy, clarity and confidentiality
• Receives the money allowance of students and/or food that is left at home and then phones teachers to inform their students to claim them at the Information desk
• Entertains and answers walk-in queries made by the students, parents and visitors at the Information Office.
• Assesses needs of the parents and students and refers them to the office that will best address their concerns
• Receives official documents, important mail, and packages addressed to the different offices or employees of Grade School
• Organizes and keeps filing/record of chronicle orders as reference for claiming/ distribution of Chronicles
• Issues Yearbook/Chronicle to parents/students at the Information desk.
• Manages office calendar, schedules, and appointments, including coordination of meetings,consultations, and program-related engagements
• Prepares agendas, minutes of meetings, and documentation for AHFOR-led meetings and committees
• Facilitates preparation, filing, and dissemination of official communications, memoranda, and office documents

2. Resource Management Support

• Facilitates requests for office supplies, materials, equipment, and facility requirements for programs and activities
  • Coordinates venue reservations and ensures availability of logistical and physical requirements for office operations and events
  • Monitors basic office resource needs and coordinates replenishment and maintenance requests as necessary

3. Formation Programs and Activity Support

• Provides administrative and logistical support to institutional committees and student activities (Guidance Office, Athletics, Social Involvement and Campus Ministry) such as schedules, venue needs and participant documentation
• Prepares/Updates the names of the ACT Production Staff and have it approved by the:
  • Assistant Headmaster for Student Affairs; ACT Executive Producer
  • Headmaster; ACT Producer

4. Handles the logistical and administrative needs of the Ateneo Children’s Theatre

• Receives, organizes and proofreads the playbill layout
• Assigns pagination for the playbill advertisements
• Follows-up final Playbill Layout submitted by the Printing Press for the final approval of AHFOR.

5. Performs other duties as may be assigned by the immediate supervisor, or any authorized representative.

Education

• At least a bachelor' degree or relevant college units is an advantage.

Experience

• Prior clerical, administrative, or front-desk experience; experience in a school/academic setting is an advantage but not required given the short-term nature of the engagement.

Knowledge, Skills, and Abilities

• Basic proficiency in MS Office applications (Word, Excel, PowerPoint) and common online/communication platforms.
• Good interpersonal and communication skills, with the ability to handle multiple tasks.
• Customer service orientation, active listening, and adaptability to changing priorities