Function and Duties
-> Secretariat support
- Provide secretarial and administrative support to the Senior Directors within the organization.
- Organize business travel including reservation of hotel accommodation, ticketing, travel documents application etc. for the Senior Directors and their staff, as well as for overseas visitors.
- Preparation and submission of travel expense reports for the Senior Directors.
- Organize meetings, workshops, conferences by providing logistics supports such as inspection of venue, invitation, coordinate agenda, confirmation of participants attendance, hotel reservations, transport etc.
- Organize and maintain an up-to-date filing system.
- Coordinate Company townhall sessions and assist to organize company events/functions.
- Provide secretarial support for company management meetings
-> Handle day-to-day administrative and front desk reception duties including:
- Attending to visitors;
- Phone calls;
- Booking appointments/meeting rooms;
- Stocking the pantry;
- Sorting/ filing documents;
- Data entry;
- Arranging couriers for mail;
- Maintain safe, neat and tidy office/pantry areas etc.
-> Responsible for office and operations admin-related tasks including:
- Sourcing & purchasing of corporate name cards, gifts, printing material, stationery, and office pantry provisions etc.;
-> Supporting HR department with updating training courses calendar, sending of gifts/wreaths and organizing of HR related activities.
-> Any other administrative tasks assigned.
Qualifications and Technical Job Requirements
- Minimum Diploma preferably in Business Studies/Management or a relevant discipline.
- At least 5 years of relevant reception / administrative support experience in a corporate setting.
- Ability to multi-task and work independently with attention to detail.
- Excellent organizational and time management skills.
- Possess PC skills with MS Excel/Word/PowerPoint, Outlook and calendar management.
- Good Communication and Interpersonal skills.
- A passion to learn, grow and be involved.
- Preferably Junior Executives specializing in Clerical/Administrative Support or equivalent.
- Flexible Work Arrangements will be limited due to a number of office responsibilities.
Success Criteria for Position
- Desire to grow and advance in the role and unafraid to shoulder more responsibility.
- Open to learn, take part in company initiatives and also surface creative employee engagement programmes.
- Meticulous and creative.
