The Role
Reporting directly to the Managing Director, you will provide secretarial-related work for him and the various senior leaders, managing the office, administration and providing IT support.
This role will work in an entrepreneurial and fast-paced environment with frequent opportunities to interact with internal and external stakeholders.
Role Summary
Executive Support:
- Provide a full spectrum of secretarial support for CEO and various senior leaders, including managing their calendars, facilitating meetings and schedules, and communicating key deadlines and deliverables to them.
- Coordinate travel arrangements and accommodation for 2 senior leaders, including flight booking, ground transportation, visa applications and renewal, and planning itineraries.
- Handle administrative reports, maintaining file systems and submitting all expenses and claims.
Office Management:
- Overseas office maintenance including stocking the pantry supplies, equipment and space/infrastructure.
- Be the point of contact for building and facilities vendors and build sustainable vendor relationships.
- Develop and implement office policies and procedures to improve operational efficiency, including space and budget planning, providing resources and solutions when requested and liaising regularly with management via performance reports.
- Coordinate internal office events and conduct site induction for new employees.
Document Controller:
- Utilise and set-up document control software (SharePoint) and systems to manage electronic documents, track revisions, and ensure version control.
- Develop and implement document control procedures and policies to ensure efficient document creation, review, approval, distribution and retrieval processes.
IT Support:
- Act as the primary point of contact for internal stakeholders and external third-party IT service providers.
- Coordinate, oversee IT projects involving third-party vendors, ensuring alignment with company objectives, budget compliance and timely completion.
- Monitor and report on the performance of IT services provided by external parties, making recommendations for improvement or changes as needed.
Coordination with HR/Other Departments:
- Coordinate with the HR team to facilitate the onboarding process for new employees, including setting up workstations, IT access, and orientation schedules.
- Assist in employee engagement programs in collaboration with HR, focusing on activities that promote a positive work culture and employee well-being.
The Requirements
- Bachelor’s degree in any discipline. Minimum of 5 years of solid experience in providing secretarial support to senior management and managing office operations.
- Prior working experience with document management and organising staff events will be an added advantage
- Possess the ability to handle high-pressure scenarios and make decision in time-tight situations
- Possess good communication writing and interpersonal skills.
