Job Descriptions:

• Co-ordinates calendars and schedules to ensure effective time management and prioritization of engagements where necessary
• Owns the setup of meetings across multiple time zones, booking rooms & audio / video facilities, organizing passes and coordinating catering so that events run without disruption
• Able to deal with sensitive confidential information
• Prepares materials for internal and external mandates e.g. presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
• Establishes trust to be able to handle extensive telephone and email correspondence on the senior managers’ behalf
• Facilitates the senior managements travel plans with minimum disruption, including planning and booking detailed travel itineraries (flights, hotels visas), organizing travel meetings and reimbursement of travel expenses
• Preparing and submitting expense claims promptly and accurately; Process corporate card and cash expenses for reimbursement
• Co-ordinates office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense/ invoice processing in a timely manner
• Co-ordinates on-boarding of new employees and contractors to minimize set-up time
• Works with other personal assistants where necessary to ensure support needs are covered during e.g. short-term absence
• Coordinating name search requests from local authorities within deadlines and maintaining file records of these. Preparing the response letter and photocopying requested documents such as statements of accounts, account opening documents, etc.
• Arranging for local courier to despatch the documents to the local authorities. Sending reminder emails where necessary and collate all responses
• Provides administrative support to the team for project work and ad hoc activities as necessary
• Coordinate and manage departmental documents, team leave schedule, and various system access
• Manage travel and business needs for team in Singapore
• Updating intranet
  

Requirements:

• Diploma holder preferred
• 3-5 years relevant work experience
• Proactive, common sense and ability to use initiative
• Proven administrative experience in a similar role
• Excellent oral and written communication skills, demonstrating a passion for quality and attention to detail
• Good organizational skills and the ability to prioritize work flow, demonstrating flexibility when handling multiple tasks
• Demonstrated ability to work well under pressure in a fast-paced environment.
• Excellent computer skills, email application, PowerPoint. Ability to work well in virtual teams in matrix organizations
• Ability to handle confidential information
  

Salary: $3,900 Per Month