The Opportunity

• My Client, a reputable MNC in the Tech industry is looking to hire an Team Assistant / Secretary
• Monday - Friday
• Office hours
• Location: Lorong Chuan
• Salary - Up to $4.2k! (Subjected to experience)
• 12 months renewable contract

The Talent:

• Strong familiarity with office software productivity platforms (eg Outlook, Concur, Ariba and/or ability to quickly learn IT-related processes and functionality
• Prompt, efficient, well-organized, and professional.

The Job:

• Provide admin support to the assigned leaders
• Manage meetings and conferences, office events, administrative coordination, and team expense accounting
• Assisting the Office Manager
• Maintain all office services and maintenance
• Manage the purchasing of all office supplies, furniture, equipment & printing
• Design and implement office policies – ensuring cleanliness and hygiene standards and maintained.
• Manage travel and logistics for visitors to Singapore – internal and external visitors
• Building facilities management – fire drill, office maintenance, repairs, air-con extension etc.
• Planning and execution of company events.
• Facilitate internal communication (e.g. distribute information).
• Resolve inquiries and problems.
• Process invoices, cheques deposit, consolidation of office expenses, keep track of office budget
• Support Senior Directors with their expense claims & Travel Arrangement (Air ticket, VISA, accommodation, etc)
• Reconcile Corporate Card Expenses
• Handle receipt and mailing of letters, parcels etc
• Coordinate meeting logistics – Organize meeting rooms, supplies, writing materials, AV needs, and/or meals.
• Other operations (building access cards, set-up for new hires etc.)

Next Step:

• Prepare your updated resume, send to the following email:
• [email protected]
• *Only shortlisted candidates will be contacted*

Amelia Lau An Qi

Direct Line: +65 6697 7987
EA License No: 91C2918
Personnel Registration Number: R1987023

Key Responsibilities

Administrative and Organisational

• Diary management for assigned fee earners
• Arranging meetings/conferences
• Sending and responding to invites
• Make lunch/dinner reservations
• Prepare papers for meetings and deal with any necessary paperwork etc. following meetings attended by fee earners
• Travel arrangements to include preparing itinerary, book flights and accommodation etc changing and updating itineraries with little notice as required by changes in client and other work demands
• ChromeRiver and medical reimbursements submissions
• Maintain and update client and other relevant contact details on InterAction
• Photocopying and scanning as required
• Provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested
• Assist with reception duty. Secretary may also be called upon under normal circumstances to cover the reception when the receptionists are busy coordinating drinks and biscuits/lunch for big meetings, etc.
• Provide support to business development events

Finance and Matter Management

• Including review of narratives, issuing invoices, chasing for debts, liaising with counsel to chase bad debts etc
• Intapp requests
• Close files requests
• Check correct rates are applied to the matter, including other offices’ rates
• Amending bill narrative
• Running WIP reports
• Billing (ensuring all disbursements are included)
• Add/amend additional billing parties via Intapp
• Run reports (billed and unpaid) as requested
• Ensuring bills are sent to the relevant parties and saved in the relevant matter worksite
• Chasing and recovering debts
• Prepare first draft of engagement letters

Technical

• Documentation
• ACRA/LawNet searches/E-filing
• Run conflict checks and compliance queris
• Prepare engagement letters
• To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard

If you have what it takes, please send your resume to [email protected] or click APPLY NOW.

Data provided is for recruitment purposes only. Regrettably, only shortlisted candidates will be notified.
Business Reg No : 200611680D | Licence No : 10C5117 | EA Reg No : R2199023

whatsapp:85986715

有PR和公民想做家政经理的么（管家）

薪水：薪资6.5k-8k可谈

工作职责：

1. 监督家政员工（帮工/保姆/厨师/司机），确保他们的工作达到标准，并提供必要的培训和指导。

2. 维持家庭日常运作的高标准，包括清洁、维护、装饰和安全。

3. 管理家庭的客人和访客，提供高质量的客户服务。

4. 负责家庭的行政事务，包括文件整理、日程安排和办公室管理。

5. 管理家庭预算，并与供应商协商所需的家庭用品和服务。

6. 策划和组织家庭活动，监督所需物资的采购。

岗位要求：

1. 有相关家政管理经验（有为CEO管理别墅的经验）。

2. 优秀的领导和团队管理能力，能够有效领导家政团队。

3. 出色的沟通技巧和以客户服务为导向的思维方式。

4. 必须有管理CEO家宅和家政员工的经验。

5. 能够适应各种挑战，管理多项任务，并保持高效工作。

6. 具备家政服务和物资采购的谈判与管理经验。

7. 能够用普通话与普通话员工沟通。

Jie Shun Jia | EA License No.: 24C2410 | EA Registration No.: R24124440 (FENG YINGJIE)

• Administrative duties
• Maintain relevant project data in various systems
• Track projects and providing documentation
• Basic minutes taking
• Assist in data reports and analysis
• Offer suggestions to improve efficiencies

• Provide secretarial and executive support to the Head of Department.
• Handle meetings, calendars, travel arrangements and plans, etc.
• Primary point of contact for internal and external stakeholders on all matters pertaining to day-to-day operations.
• Organize events, team outings, office renovations when necessary.

Requirements:

• Degree in Business Management or equivalent.
• At least 5 years of secretarial experience in MNC company.
• Proficient in MS Office

If you are keen to apply for the position, kindly email your detailed resume in MS Word to [email protected]

Please note that only shortlisted candidates will be notified.

For more job opportunities, please visit our website at www.recruit-expert.com

EA Licence: 19C9701

Registration: R1326740

Location: Central

Position: Executive Secretary (6 months contract/Japanese Speaking) (Job ID:19292)

Job Description

Secretarial Support to (80%)
• Assist to maximise the C-Suites’ working calendar to ensure good time management
• Including business travel and meeting arrangements within recommended safety parameters, etc.
• Manage C-Suites’ work-related documents for relevant endorsement and/or filing
• Including arrangements for travel related documents, business registration documents, etc.
• Organise and arrange business lunches, dinners, offsite meetings with business associates
• Arrange travel and accommodations
• Welcome C-Suites’ guests by greeting them, and direct them to appropriate place
• Assist and support officers’ guests from overseas for their logistics, accommodations, and setting meeting schedule.
• Manage C-Suites’ incoming and outgoing documents effectively
• Manage corporate driver and vehicle to ensure that they are available at all reasonable times
• Support CFO/CSO and CEO’s secretary when s/he is absent, not available, or need support (especially when s/he needs support)　Officers’ secretary support when Japanese communication is needed
• Handle confidential documents ensuring they remain secure


Administrative Support of Corporate Development (20%)
• Organize and arrange business lunches, dinners, offsite meetings with business associates
• Manage documents– orderly filing of physical documents and archiving of soft copy documents
• Book shared resources e.g. meeting rooms and company cars for meetings
• Submission of IT workflow requests, name cards for newcomers and any system support request.

Job Requirement

➤At least a diploma in business management, business administration or equivalent
➤Experience: 2 years of experience in general administration with interest in trying out a secretary role
➤Proficiency in Japanese to liaise with parent office in Japan
➤ Advance knowledge in corporate secretarial support, general administration and operational
➤ Basic use of IT equipment and tools, such as E-mail (Outlook) and internet functions.

Interested applicants please send your resume to [email protected] with email subject header "Job Application for Executive Secretary (6 months contract/Japanese Speaking) (Job ID:19292) ".

We regret that only shortlisted candidates will be notified. Other applications will be updated to our database for future job opportunities.

By submitting any resumes or applications to Pasona Singapore Pte Ltd, you are considered to have read and agreed on the terms of our Privacy Policy, and consented to us collecting, using, retaining, disclosing your personal information to the prospective employers for their consideration.

Effective from 1 October 2020 under the new Employment Agencies (EAs) Licence Conditions,

EAs will be required to collect the personal data (e.g. NRIC number number for overseas candidates) of applicants referred to employers for permanent or contract job positions of at least six months with a fixed monthly salary of S$3,300 and above.

PDPA requirements on collection, use, and disclosure of personal data would not be applicable to EAs that are collecting such information as it is a regulatory requirement by Ministry of Manpower.

Please find Privacy Policy Agreement from the below link.

http://www.pasona.com.sg/privacy.html

Koh Siew Xing

EA Registration No: R22104418

Pasona Singapore Pte. Ltd.

EA License No:90C4069

about the company
You will be joining a reputable US law firm with an extensive history of over a century and a strong presence across US, Europe and the APAC region.

about the job
You will be an experienced legal secretary with experiences in international (eg. US, UK, offshore) law firm experiences. You will be opening new matters, formatting documents, arranging for travels and appointments, inputting time sheets and other assorted legal secretarial experiences.

about the manager/team
You will be working with senior partners and associates within the corporate practice group together with an additional secretary in the team.

skills and experience required
You must have at least 8 years experience working with senior international stakeholders/partners particularly in an international law firm. You will have excellent linguistic skills and prior experience in facilitating compliance/conflicts checks as well as supporting legal BD matters would be advantageous.

To apply online please use the 'apply' function.
(EA: 94C3609/ R23115352)

• Provide full secretarial support with high efficiency.
• Manage schedules, appointments, and calendars effectively.
• Prepare presentations, reports, and meeting notes promptly.
• Coordinate meetings, events, and conferences efficiently.
• Organize business trips, travel, and hotel arrangements.

Requirements:

• Minimum Dip/Deg holder with at least 3-5 years of relevant working experience.
• Prior working experience MNC will be an advantage.

Interested candidates please send in your resume to:

Yvonne Suan Ying Zhen

CEI No: R24122857

Email: [email protected]

EA License No: 99C4599

*All information will be treated with strictest confidence. We regret that only short-listed applicants will be notified.

• Location: West Area
• Provide secretarial & administrative support
• Coordinate and manage calendars, meetings, appointments, and travel plans
• Assist with the submission of reimbursement claims, overseas travel requests, and the collation of supporting documents to ensure such requests are processed duly and timely.
• Making travel reservations, including booking of air tickets, accommodation, conference rooms, facilities etc.
• Assist in the preparation of various documents and correspondences i.e. letters, email, reports, meeting minutes etc.
• To aid and coordinate efforts for adhoc visits by internal and external visitors
• Establish and maintain an excellent filing system which includes filing of policy, confidential documents, project related documents which may be highly confidential
• Ensure the smooth running of the overall administration and activities

*Interested applicants may email resume to [email protected]

Cheryl Lee Shi Le (CEI Registration No: R1434624)

Recruit Express Pte Ltd (EA: 99C4599)

Scope:

• Responsible for the efficient functioning of theVice President
• Provides full secretarial support in a highly proficient and effective manner ensuring that timelines are kept and work is of high quality;
• Manages and maintains appointments, schedules meetings and keeps the calendars up-to-date in an effective manner;
• Follows through on the preparation of presentation slides, monthly reports for internal/external meetings;
• Follows through on notes takings during meetings, distributes to all parties concerned and follows through on the completion of action items as required;
• Coordinates effectively meetings/ conference including sending out meeting invitations and the booking of meeting venues;
• Organises Company/Corporate events and ensures that all aspects of the arrangement are effectively looked into;
• Follows through effectively on projects/tasks assigned and ensures the completion without prompting;
• Co-ordinates on projects/tasks with other members of staff to ensure proper completion;
• Follows up effectively and promptly on incoming and outgoing correspondence;
• Puts up management and other reports in a timely manner;
• Arranges all business trips and ensures the proper co-ordination of travels, hotel bookings and appointments;
• Assists in putting up travelling and other general expense claims
• Maintains an efficient filing system for maintenance of documents.

Requirements:

• Minimum Degree in Business/Administration or relevant disicipline with7- 10 years of relevant secretarial experiences
• Team player
• Meticulous and detailed
• Ability to work in fast pace environment

If you meet the requirements of this role, please email a detailed resume in Word document to Chloe Tan Hui Lin. Email: [email protected]

Chloe Tan Hui Lin

CEI Registration No.: R1765524

Recruit Express Pte Ltd

EA99C4599

*All information will be treated with strictest confidence. We regret that only short-listed applicants will be notified

Salary: up to $3800

Working Days & Hours: Mon-Fri Office Hours

Location: Kent Ridge

Job Description:

• Responsible in organising and managing calendar schedule including meetings, clinical work and events.

• Responsible in the arrangement of overseas travel schedule and itineraries which include flights, accommodation, claims, etc.

• Responsible in providing full spectrum of administrative support to the Senior Management Office.

• Provide support to the Senior Leader for meetings and presentations which include preparation of meetings materials, booking and set-up of meeting venue, ordering of catering, drafting of meeting minutes, follow-up on matters arising, etc.

• Conduct data collation, data analysis and preparation of presentation slides, reports, and other documents.

• Organise engagement events. Duties include coordinating schedules with relevant parties, booking of venue, ordering of catering, and handling of procurement matters.

• Review and ensure documents, proposals, contracts, and other materials that require the Senior Leader’s inputs or approvals are processed timely and efficiently.

• Maintain proper records and update the filing system for office documentation and clinical data.

• Handle in-coming and out-going general correspondences.

• Perform typing, faxing, sorting, filing, scanning, photocopying and recording of documents and forms.

• Prepare and submit all expense claims and records for the department.

• Perform other duties as assigned by Reporting Officer

Job Requirements: Min Diploma in any course w min 3 yrs of relevant experience in handling secretarial duties for C-suites

Interested candidates, please submit your resume to: [email protected]

Ally Audrey Lok Xin Woon

Recruit Express Pte Ltd (Healthcare & Lifescience)

Company EA Licence number : 99C4599

Personnel EA License: R21102307

[email protected]

Job Description

As an Accounting and Administrative Secretary, you will be responsible for ensuring the smooth performance of daily Embassy operations and implementing efficient administrative procedures to ensure the optimal functioning of the Embassy. Your key responsibilities will include, but are not limited to, the following:

● Handle the full spectrum of Embassy administration duties, procurement of Embassy supplies and equipment

● Ensure all payments (i.e. payroll, leases, utilities, telecom, restaurant tickets, other suppliers, etc.) are approved and done on time

● Petty cash and expense management, handling staff’s claims

● Journal entries and bookkeeping in the financial system of the Embassy, and file management

● Month, Quarter and Year - End financial closing and reporting

● Monitoring cash flow, managing annual budget and variances

● Bank reconciliations

● Responsible for managing HR matters (processing monthly payroll, calculating and paying CPF contributions, holiday control, etc.)

● Liaising with MOM on new applications and renewal of Work Passes

● Liaising with IRAS for input GST claims

● Liaising with other 3rdparties, i.e. banks, insurance companies, building administration, providers, etc.

● Other ad-hoc duties

Requirements & Skill Sets

● At least 1-2 years of experience in general administration and accounting

● Prior experience in the public sector administrative role is an advantage

● Organised and meticulous, with attention to details

● Able to multi-task and comfortable dealing with numbers

● Self-driven, resourceful and able to make things happen

● Proficiency level in Spanish and English

● Able to start working immediately.

Application

● Candidates who meet the required profile will be called for an interview.

Withers KhattarWong LLP

Job title: Junior Legal Secretary

Reporting: Office Manager

Division: Operations

Location: Singapore

About Withersworldwide

A law firm focused on people and collaboration.

For the past 125 years, Withers has supported some of the world's most remarkable people and organisations at defining moments in their lives.

We are the only international law firm focused on successful individuals and private capital, working closely with founders, investors and family offices. We also advise governments, charities, global brands and start-ups of all shapes and sizes.

Many of our clients are shaping the future and creating solutions to tackle many of the world's problems. It makes for a fascinating and challenging practice. Our role is to get to know each individual client, find out where they want to be, and help them to get there – whether they are building a business, looking after their family, involved in a complex dispute or protecting their finances for the future.

To meet their unique needs we are exceptionally collaborative, working together across teams and time zones.

We are agile, focusing on strategy rather than rigid ideas and traditional hierarchy. It is a truly flexible working culture that puts people first.

Join us to be part of a team that is always looking to the future. Where initiative, big ideas and bold moves are always encouraged. Where you can truly be yourself.

What are we looking for?

We are looking for an experienced and efficient individual to provide secretarial, billing support and document production services to the Division.

The ideal candidate will be highly technically capable, have a flexible working mind-set and possess excellent communication skills. This position requires someone who is comfortable using their initiatives, is a strong team player and requires minimal supervision to produce quality support to the Division.

File management

• Opening, closing and physical retrieval of client matter files
• Assist in editing legal documents, preparing court proceedings, documentation and bundles
• Provide secretarial and administrative support to legal secretaries and fee earners
• Draft simple correspondence and documents
• Facilitate KYC procedures
• Management of client database (Interaction)
• Arranging courier to deliver documents

Finance and Billing support

• Handle monthly billing, expenses claims and invoicing matters
• Production of proforma bills and billing guides
• Transfer of time entries and/or disbursements to relevant files
• Collate matter-related expenses / receipts for billing purposes
• Amend narrations, write-off time and disbursements on 3E

Administrative support

• General secretarial support
• Large documents production (eg photocopying, binding, scanning, faxing, printing)
• Production of bundles and bibles
• Assist with ad-hoc administrative duties

Technical skills and qualifications

• Experiences in legal sectors
• Computer literacy a must
• Strong interpersonal skills, pleasant personality and team player

Personal skills and attributes

• Excellent written and verbal communication skills
• Able to manage and prioritise workload effectively, with the ability to multi-task
• Good technical skills with the ability to adapt, think laterally and apply software to produce the desired documents/outcomes
• Excellent administrative skills; with a key eye to detail and accuracy, as well as working in an organised and structured fashion
• Logical thinker with good problem-solving skills
• Self-motivated and goal focussed, you will enjoy change and variety, and thrive under pressure
• Enjoy being a team player, with a flexible and can-do attitude and approach
• Illustrate adaptability and flexibility as and when the team's service offering evolves

About Withers KhattarWong LLP

Withers KhattarWong LLP is amongst the largest international law firm in Singapore. We are a fully integrated global law firm with lawyers located across five continents in 17 offices.

Our broad global platform allows us to guide clients through the legal challenges inherent in the ever-changing international landscape. As our client, you will receive quality advice on diverse legal and tax issues through the services of one law firm with a single communication.

Internationally, we have made a reputation for ourselves as the leading law firm for private capital; our clients include public and private companies founded by successful families, MNCs, financial institutions, international brands, family offices and HNWIs, charities and not-for-profit organisations, amongst others. We pride ourselves for our role in helping our clients achieve success.

Information for Recruitment Agencies

Withersworldwide endeavours to recruit and fill vacancies directly. However, when we do need to engage with agencies, Withersworldwide operates a preferred supplier list and will not be accepting unsolicited applications from non-PSL agencies for this role.

Equal Opportunities Employment Statement

It is the policy of Withersworldwide to provide equal opportunities for all employees in relation to recruitment, training and promotion. Decisions in these areas will be made only by reference to the requirements of the job and shall not be influenced by any consideration of ethnic origin, religion, sex, age, sexual orientation or disability.

JOB SCOPES

• Provide full spectrum of Corporate Secretarial Executive.
• Report to Corporate Secretary Manager.
• Company incorporation, strike-offs, share transfer.
• E-filling with ACRA.
• E-stamping with IRAS.
• Prepare Board of Resolution and Minutes of Meetings.
• Update secretarial records.
• Monitor deadlines and compliances.

WHO IS SUITABLE?

• Existing inhouse corporate secretary or corporate secretary from secretarial services company.
• Minimum 1 year of relevant experience is preferred but not a must.
• Most important is to have strong initiative to do and learn.

ABOUT EMPLOYER:

• A Singapore based business consultancy providing various professional services, and now is in the stage of oversea expansion.
• A friendly and dynamic team, working closely with each other.
• Significant prioritising employee’s welfare (WFH, various leaves, flexibility on employee’s unique requirement, etc)
• Very approachable management

Common misconception:

Corporate Secretarial is commonly misunderstood as Personal Assistant to a director dealing with phone calls, scheduling, booking flight tickets, submitting claims, etc.

In fact, Corporate Secretarial is a professional position, with a very niche skills which required time to be trained. This individual possessed or will possess knowledge and skills pertaining to company's compliances with various government agencies.

Career Advancement:

You will be trained/ polished under a Corporate Secretary Manager with decades of experiences in this field. You will start at managing local portfolios and eventually move up to managing high value portfolios/ oversea portfolios/ offshore portfolios.

You will acquire niche skills which always in demand since companies need corporate secretary by law, which can be either an external or in house position. Your role is not easily replaceable, which make your role valuable.

Role Overview:

The Legal Operations and Corporate Secretary Lead will be responsible for leading and

transforming the corporate secretarial function while building and developing a brand-new legal operations function within the Legal team. The ideal candidate will have a strong corporate governance background, with the capability to drive process automation, implement legal technology solutions, and optimize legal team workflows. The role involves managing the corporate secretarial team across multiple jurisdictions and integrating the corporate secretarial work into the broader legal operations function.

This position offers a unique opportunity to shape legal operations strategy, optimize efficiency, and support the legal team in delivering impactful results.

Key Responsibilities:

1. Leadership of Corporate Secretarial Function:

• Oversee and manage the existing corporate secretarial team, ensuring seamless operations across multiple jurisdictions.

• Lead all corporate secretarial duties, including board meetings, corporate filings, resolutions, Power of Attorney issuance, authorization processes, and post-signing contract management.

• Develop and implement automation initiatives within the corporate secretarial function to

reduce manual processes, improve efficiency, and allow the team to focus on higher-value

tasks.

• Ensure compliance with corporate governance standards across the Group, including

effective stakeholder management with directors, shareholders, and external parties.

2. Building and Leading Legal Operations:

• Establish a new legal operations function that includes corporate secretarial work as a core component. The function will be responsible for optimizing the efficiency and impact of the entire legal team.

• Design and implement Standard Operating Procedures (SOPs) to track legal workstreams,

approval processes, and overall workload management.

• Utilize the corporate secretarial team’s vast data collection to identify key legal processes

that can be tracked, automated, and optimized, improving both internal workflows and

client-facing services.

• Develop a system for managing legal templates, know-hows, and playbooks to ensure

consistency in legal service standards across multiple jurisdictions.

3. Process Automation and Legal Technology:

• Work closely with in-house AI engineers to identify opportunities for automating routine

tasks, such as document management, record-keeping, and stakeholder communications.

• Implement AI-driven legal tech solutions to automate low-value and repetitive work,

enabling the legal team to focus on strategic and high-impact tasks.

• Identify, evaluate, and onboard external legal technology vendors to enhance process

efficiency, record-keeping, and data analytics.

4. Workload and Efficiency Tracking:

• Develop and implement systems to track the workload, performance, and efficiency of the

legal team, including corporate secretarial staff and paralegals.

• Suggest and implement improvements to processes, templates, and SOPs to optimize the

legal team’s productivity and impact, both qualitatively and quantitatively.

• Regularly report to senior leadership on the legal team’s work output, key metrics, and

opportunities for improvement.

5. Stakeholder and Project Management:

• Oversee internal record-keeping, filing, and project management within the legal team,

ensuring proper coordination with stakeholders and alignment with business objectives.

• Design and maintain a work dashboard for tracking incoming and outgoing legal service

requests across the team and group.

• Manage corporate secretarial services and liaise with external service providers across

multiple jurisdictions (except Indonesia), ensuring high service standards and adherence to

compliance requirements.

6. Cross-Jurisdictional Collaboration:

• Facilitate coordination between legal, corporate secretarial, and other business functions

across multiple jurisdictions to align work standards, SOPs, and service expectations.

• Ensure consistent communication and collaboration within the legal team and with external stakeholders, including directors and shareholders.

Key Qualifications:

• Bachelor’s degree in Law, Business, or a related field; legal education or legal training is

preferred.

• Minimum of 8-10 years of experience in legal, corporate secretarial work, legal operations, or related fields, with a proven track record of leadership and process improvement.

• Strong understanding of corporate governance, compliance, and regulatory frameworks,

ideally across multiple jurisdictions.

• Demonstrated experience in process automation, workflow optimization, and

implementation of legal technology solutions.

• Proven ability to manage and lead teams, with a focus on efficiency, innovation, and

delivering measurable results.

• Strong communication and stakeholder management skills, with the ability to collaborate

across functions and geographies.

• Experience with AI and legal tech solutions is a plus, as well as the ability to integrate

technology to improve legal and corporate secretarial functions.

• High level of organization and attention to detail, with the ability to manage competing

priorities in a fast-paced environment.

Key Competencies:

• Leadership & Team Management: Ability to lead a cross-jurisdictional team, build a new

legal operations function, and drive high performance.

• Process Improvement & Automation: Strong background in automating legal and

administrative processes, with a strategic vision for improving efficiency.

• Legal Technology Savvy: Experience in identifying and implementing AI and legal

technology tools to optimize workflows and document management.

• Cross-functional Collaboration: Skilled in working with legal, corporate secretarial, and

business teams across multiple jurisdictions to align processes and goals.

• Data-driven Decision Making: Ability to leverage corporate data to design effective SOPs,

track workstreams, and improve team productivity.

• Project & Stakeholder Management: Expertise in managing complex projects, tracking

workloads, and ensuring stakeholder satisfaction.

Vision for the Role:

The Legal Operations and Corporate Secretary Lead will play a critical role in transforming the way the legal and corporate secretarial teams operate, bringing a future-focused, tech-driven approach to legal services. By driving automation, streamlining workflows, and leveraging data, the candidate will enable the team to focus on strategic and high-value tasks, delivering measurable impact to the business. This role provides a unique opportunity for growth, allowing the candidate to shape the legal operations function from the ground up, while leading corporate governance across a dynamic, multi-jurisdictional organization.

Job Description

· Provide secretarial support to the MD

· Manag appointments, meetings

· Draft and review documents.

· Prepare reports, minutes of meetings and presentation materials, and documents.

· Handle correspondences and assist in sales inquiries.

· Arranging Directors' purchases and vehicle sales for repair or maintenance and keeping all vehicle(s) records

· Maintaining filing systems.

· Arrange overseas travel, flight and hotel reservations, visa applications, expense claims, etc.

· Organize company events and activities if required.

Job Requirement

· Diploma or Degree in Business Administration or equivalent with at least 3 - years of experience

· Organized, with ability to multi-task

· Proficient in MS Office.

Summary

To work as part of a highly motivated secretarial team to provide professional, proactive, high level secretarial support to an allocated group of fee earners and to the wider fee earning team.

Skills and Experience required

• Relevant offshore experience preferred however those with many years in local law firms may apply.
• Candidate should possess effective and efficient administration skills.
• Ability to manage pressure and conflicting demands, and prioritise tasks.
• Good verbal and written communication skills; word processing skills.
• Ability to work in a close-knit team and essentially a good team player.

Key Responsibilities

Administrative and Organisational

• Diary management for assigned fee earners
• Arranging meetings/conferences
• Sending and responding to invites
• Make lunch/dinner reservations
• Prepare papers for meetings and deal with any necessary paperwork etc. following meetings attended by fee earners
• Travel arrangements to include preparing itinerary, book flights and accommodation etc changing and updating itineraries with little notice as required by changes in client and other work demands.
• ChromeRiver and medical reimbursements submissions
• Maintain and update client and other relevant contact details on InterAction
• Photocopying and scanning as required
• Provide full support to fee earners in the full range of activities that are performed and to carry out any other duties as reasonably requested.
• Assist with reception duty. Secretary may also be called upon under normal circumstances to cover the reception when the receptionists are busy coordinating drinks and biscuits/lunch for big meetings, etc.
• Provide support to business development events

Finance and matter management

• Including review of narratives, issuing invoices, chasing for debts, liaising with counsel to chase bad debts etc
• Intapp requests
• Close files requests
• Check correct rates are applied to the matter, including other offices’ rates
• Amending bill narrative
• Running WIP reports
• Billing (ensuring all disbursements are included)
• Add/amend additional billing parties via Intapp
• Run reports (billed and unpaid) as requested
• Ensuring bills are sent to the relevant parties and saved in the relevant matter worksite
• Chasing and recovering debts
• Prepare first draft of engagement letters

Technical

• Documentation
  • To produce and amend documents with speed and accuracy
  • To format, paginate, number and present documents in Norton Rose Fulbright house-style
  • Collating signature pages of documents and despatching to clients
  • Deal binder
  • Updating fee-earners CV at website
  • Preparing PowerPoint presentatio
• ACRA/LawNet searches/E-filing
• Run conflict checks and compliance queris
• Prepare engagement letters
• To support other members of the secretarial team and to provide cover as and when necessary to ensure that work is completed to a high standard

Position: Company Secretary

Core Responsibilities

· Preparation of full board pack on business update, material events, new project in progress and new resolutions to be adopted by the board.

· Conduct and minute live board of directors and shareholders’ meetings.

· Prepare written resolution and other secretarial related documents.

· Maintain all updated secretarial records of companies in Singapore.

· Time to time incorporate new companies in different geographies for new acquisition by the group.

· Build and implement corporate governance policies for the group companies.

· Ensure all routine and non-routine filing with the companies’ regulator in Singapore (the process can be picked up by a new person in 1-2 months)

· Provide necessary resolutions and documents to the corporate finance team and subsidiaries.

· Facilitate KYC documentation of group companies.

Skills / Knowledge / Competencies

working experience in secretarial function of a mid/large company in India/overseas

Experience

5 -7 years

Education

Should be a qualified company secretary from a recognized institute

Performance Measures

Excellent written skills

Adherence to timelines

Proactiveness

Roles & Responsibilities

• Incorporating new companies, registration of foreign entities and limited liability partnerships and Striking off companies.
• Preparing minutes of meetings, resolutions and supporting documents Issuing Share Certificates.
• Maintenance of statutory registers and submission of statutory returns to ACRA.
• Update and maintain statutory and corporate records required by Companies Act.
• Prepare board resolutions and minutes Prepare and filing of e-forms (ACRA) and e-stamping of transfer forms.
• Ensuring compliance with statutory and regulatory requirements.
• Provide good client service ensuring clients 's queries are promptly addressed.

Requirements

• Graduate from ICSA or Diploma in Law or Accountancy with good experience in corporate secretarial work, Qualified Individual an added advantage
• Organized and meticulous, self-motivated and ambitious
• Good knowledge of relevant provisions of the Singapore Companies Act, Code of Corporate Governance, ACRA Bizfile and e-stamping
• Excellent verbal/written communication skills in English and Mandarin
• Confident, independent and adaptable
• Tech-driven mindset: always find ways to improve efficiency and adapt easily to a fast-paced and an ever-changing environment
• Independent in managing own workload

BENEFITS

Flexible working arrangement for professionals seeking work life balance

Responsibilities:

• Providing secretarial and admin support to the Directors and team
• Arrange and coordinate travel arrangements (air ticket, accommodation, visa etc)
• Assist with Directors’ travel expenditure & leave administration
• Arrange and coordinate internal / external appointments and meetings, which includes booking of venues
• Meet and greet guests / visitors, serve drinks and ensure they are attended to once they arrive at the office
• Handling and distributing all incoming & outgoing correspondences
• Assist in liaising and coordinating all activities and work with the overseas offices
• Assist in the preparation of documents & correspondence, such as letters, reports, tender, specifications, submission proposals faxes, emails, etc.
• Maintain office and pantry supplies, stationery, purchase of products and equipment, office maintenance
• Organizing team bonding parties / activities
• Manage and ensure all matters are redirected to the relevant parties with discretion and attended to meticulously during the Directors' absence
• Work closely and coordinate with corporate services and other engineering departments

Requirements:

• Diploma in Business Administration or related field
• Possess 3 years of secretarial/administrative support experience
• Ability to work independently with minimal supervision
• Excellent communication and interpersonal skills
• Having a sense of urgency, ability to multitask, and a good team player who is able to work well with multiple stakeholders and build rapport in a fast-paced environment
• Pleasant disposition with high level of integrity and discretion
• Highly organized, meticulous with a great attention to detail
• Proficient in MS Office suite

Legal Secretary / Paralegal

We are recruiting highly motivated candidate to join our Law Firm.

Job Description:

- Provide general secretarial/administrative support to lawyers including:

- Scheduling of meetings/appointments and handling of calls;

- Preparation & filing of documents;

- File opening & closing;

- Billings & collection;

- Conducting customer due diligence checks; and

- Time entry and claims submissions, etc.

- Perform any other ad-hoc duties/projects as and when required;

Job Requirements:

- Strong organizational, communication, time management and interpersonal skills;

- Meticulous, good work attitude and able to work independently in a fast-paced environment;

- IT savvy and proficient in Microsoft Office applications;

- Good command of spoken and written English; and

- Minimum 1 year of relevant work experience in a law firm is preferred.

If you are interested in applying, please submit your detailed and updated resume together with your educational background, current and expected salaries to [email protected].

Only shortlisted candidate will be notified.

By doing so, you agree to the collection and usage of your personal data in accordance with our privacy policy, which can be accessed at https://www.cnplaw.com/privacypolicy.

JOB SUMMARY

We are seeking a highly organized and detail-oriented Executive Personal Assistant / Secretaryto support management. In this dynamic role, you will manage both business and personal responsibilities, ensuring smooth daily operations and seamless meeting arrangements

JOB DUTIES

• Manage the executive’s business and personal/family schedules, prioritizing appointments, travel arrangements, and other activities.
• Anticipate and fulfill the executive’s needs, from coordinating appointments and securing reservations to handling household logistics and personal errands.
• Oversee travel logistics with a focus on comfort and efficiency, ensuring smooth transitions between locations.
• Manage personal finances, including payments, expense reports, claims, and maintaining financial records as instructed by the executive.
• Maintain strict confidentiality and discretion regarding the executive’s personal matters, sensitive information, communications and business documents, both within and outside the organization.
• Research and source vendors, services, and products as requested by the executive.
• Perform any other ad-hoc tasks assigned.

JOB REQUIREMENTS

• At least 5 years of experience as a Personal Assistant or in a similar role, ideally supporting C-suite level management.
• Impeccable organizational skills, with the ability to manage multiple personal and professional tasks simultaneously.
• Strong communication and interpersonal skills, with a professional and discreet demeanor.
• Proficient in MS Office Suite and/or Google Workspace tools (e.g., Google Docs, Sheets), and comfortable navigating online platforms and booking systems.
• Exceptional problem-solving skills, with the ability to source solutions independently, often under time pressure.
• Tech-savvy, with experience using project management tools, communication platforms (e.g., Slack, Zoom), and social media tools.
• Strong writing and presentation skills for drafting professional emails, reports, and presentations on behalf of the executive.
• Crisis management skills, with the ability to handle urgent or unexpected situations calmly and efficiently.
• Thrive in a fast-paced environment with excellent time management skills.
• Quick learner, particularly in flight/itinerary planning, hotel/accommodation arrangements, and restaurant recommendations.
• Ability to work flexible hours to accommodate the executive’s global schedule.
• Willingness and flexibility to travel as required.
• Fluent in both English and Chinese (written and spoken) to liaise with both English and Mandarin speaking stakeholders, business partners, clients and guests.

Bonus Skills:

• Understanding of basic health and wellness practices to support the executive’s lifestyle.
• Familiarity with fine dining and wine to help organize events involving the executive.
• Event planning experience to help organize both corporate and personal events.
• Multi-lingual skills to navigate international settings and enhance communication with global contacts.
• Basic legal or compliance knowledge to assist with contracts, agreements, or regulatory matters.
• Build positive relationships and interfaces with internal or external stakeholders, clients, and team members effectively.

Location: West

Salary Range: up to $3500 (Depend on experience)

Responsibility:

• Handle a portfolio of corporate secretarial matters
• Bizfile+ filings with ACRA and release of SGXNet announcements
• Ensure that statutory and regulatory requirements are met
• Liaise with auditors and other stakeholders for information and document

Please submit your updated resume, click apply now.

alternatively you may WhatsApp to +65 8377 3397 for enquiry.

Sherwin

R1770151

TC Solutions Pte Ltd (19C9614)

Responsibilities:

Corporate Secretary

• Manage all local corporate secretarial work for a portfolio of about +25 entities incorporated in various Asia countries (ie. Singapore, Indonesia, Thailand, Malaysia, Vietnam, Philippines, etc.) in compliance with all relevant local laws and regulations.
• Liaise with & give instructions to corporate secretarial agents & other relevant government authorities
• Monitor deadline for statutory filings (eg. annual returns, etc.) and generally compliance with relevant Companies Act
• Co-ordinate/Liaise with other in-house departments (ie tax, finance, treasury, etc.) to ensure smooth running of the day-to-day administrative and corporate secretarial related matters
• Maintain and timely update the secretarial database (eg. registration certificate, business license certificate, etc.)
• Prepare & Circulate resolutions, board meeting of directors and shareholders and ensure timely signing
• Update from time to time any movements and/or changes in the organization (eg. change of name, registered address, change of directors, etc.)
• Prepare & implement automatic resignations in respect of all directors in all entities in South East Asia and Taiwan
• Check the invoices for the services rendered by the corporate secretarial agents
• Develop efficient and effective system for the management of corporate secretarial procedures
• Consolidate corporate secretary information for all Asia entities (about 60 entities in total)
• Provide regular updated corporate secretary reports & legal structure chart to the French headquarters
• Handle notarization of legal documents upon request
• Support the Legal counsel in charge of the legal restructuring works

Compliance & Governance

The Jobholder will also be a key player in the implementation of the Ethics & Compliance standards of Thales Group and, as such, will contribute to the evolution of its organization as well as its way of working in order to take into consideration the evolutions of its environment, new laws & regulations, and the best ethical and governance practices.

Therefore, the Jobholder will be responsible to actively contribute to the implementation of Thales Group ethics & compliance standards in the Regions and as such, will be in charge, in particular, of the following:

• Perform, analyze, implement and update the screening and due diligence files of any Third Party with whom Thales wishes to enter into a contractual relationship, in close coordination with the competent Compliance Officer as well as all the other relevant stakeholders (i.e. business capture leaders, country directors, and all relevant local functions and concerned Thales business units) in accordance with the applicable Third Party Integrity Assessment Instruction;
• Actively contribute and participate to the deployment throughout the Regions of the anti-corruption, ethics & compliance program and training plan, i.e. code of conduct, gifts and hospitality instruction, community investment, sponsorship, corporate membership instruction, compliance tools and platforms deployment, etc.
• With the support of the Compliance Officer and of the Correspondents, assist in the deployment and implementation of the other Group compliance pillars’ programs (Trade Compliance, Anti-trust and Competition laws, Personal Data Protection) in the Regions;
• Follow-up the companies of her portfolio business evolution to ensure delegation of authorities are up to date and consistent with the current activities,
• Report to the Compliance Officer any identified situations of non-compliance which would require the definition of a corrective action plan and/or a reporting to Chief Compliance Officer and VP Legal & Contract of TNSEA
• Support the Compliance Officer in addressing the internal control requirements, the audit reviews, corporate law, governance and compliance aspects for all the entities falling with the Regions scope

Requirements:

• At least a Master’s degree in Law and, eventually, ICSA or equivalent qualifications
• More than 10 years professional experience in corporate secretarial function and compliance matters, in house legal department or law firm
• Good command of English language, verbal and written
• Experienced user of Microsoft Office Applications
• Strong oft skills: rigorous, precise, organized, pro-active, research-oriented strong team player, solutions oriented, and logic, ability to work independently
• Ability to navigate in a global complex structure
• Good and effective communication skills as well as good inter-personal and inter-cultural awareness and interest to work in diverse teams

Secretariat support for the a Mental Health Integration Steering Committee includes but is not limited to:

• Schedule and host meetings

• Co-curate the meeting agenda with Committee Chairperson and Co-Chairperson

• Draft, collate and circulate meeting materials and meeting minutes

• Follow-up on matters arising

• Support the Committee in the planning and execution of strategic retreats and advocacy events if required

Administrative support for mental health strategy-related work includes but is not limited to:

• Draft submissions to the Board and Senior Management

• Draft project/ programme proposals, meeting materials and meeting minutes

• Schedule and host meetings

• Perform other duties as directed by reporting officer and clinical/ project leads

JOB REQUIREMENTS

• Bachelor degree from a recognised institution

• Proficient in Microsoft Office applications

• Experience in the healthcare industry will be an advantage

Interested and qualified candidates, please send in your application to [email protected]

Ivy Yong Shi Mei

R2198995

Recruit Express Pte Ltd 99C4599