Job Descriptions:

Key role is providing timely and efficient secretarial support to several business lines in the treasury, with specific focus on:-

Travels & Expenses

• Arrange business travels (booking of air/train tickets, hotels, car rentals)
• Attend to ad-hoc situations while travelers are overseas (change of flights, hotels & transportation)
• Submit business expense claims (business trips, meal entertainment, staff benefits, mobile phones, medical claims, subscriptions)

Meetings

• Book meeting rooms (for meetings, video / audio conferences, visitors' visits, interviews)
• Organize, coordinate meeting agendas / appointments for local and global & regional business line heads visiting Singapore
• Work and co-ordinate with peers in Hong Kong, Paris and London offices to set up meetings (internal / external), interviews, via phone or video conferences
• Arrange dining reservations for client entertainment
• Assist China to coordinate event hosting and to manage business calendars for 3 business line heads

Administration

• Coordinate and set up PCs, door pass issuance for visitors, new hires
• Update and submit travel / vacation reports for 3 Sales Teams on a weekly basis
• Manage and control office supplies and equipment (including breakdowns, low supplies, binding jobs)
• Manage subscriptions & follow up payments
• Source, coordinate and arrange annual orders for Sales teams' corporate clients (Chinese New Year, Moonquake Festival, Christmas, SG Diaries, Staff's Diaries, Reports)
• Distribute / handle daily newspapers incoming & outgoing mail including courier 
• Act as point of contact between dealing room staff and support departments

Requirements:

• Possess a relevant secretarial certificate with at least 5 years of related working experience
• Possess drive, energy, is meticulous and attentive to details as well as the maturity to work with people from all levels
• Have effective time management, documentation and organizational skills
• Is proficient in MS Office Suite (Word, Excel, PowerPoint) combined with strong written and spoken English
• Able to multi-task and prioritize for maximum results