Key Responsibilities:
- Provide comprehensive administrative support to executives and team members, including managing calendars, scheduling appointments, and arranging meetings.
- Handle incoming calls, emails, and correspondence, ensuring timely responses and proper routing of messages to the appropriate parties. Draft, proofread, and edit documents, letters, and reports as needed.
- Maintain accurate and up-to-date records, files, and databases. Organize and manage documents, ensuring easy retrieval and confidentiality as required.
- Arrange meetings, conferences, and appointments, including scheduling, preparing agendas, and coordinating logistics such as catering and audiovisual equipment.
- Coordinate travel arrangements for executives and team members, including booking flights, accommodations, transportation, and preparing travel itineraries.
- Handle sensitive information with discretion and maintain confidentiality at all times. Adhere to company policies and procedures regarding data protection and confidentiality.
- Collaborate effectively with colleagues and other departments to support overall organizational goals and objectives. Assist with special projects and initiatives as assigned.
Requirements:
- Can start work immediately or at a short notice period.
- ‘Can do’ work attitude to problem solving.
- Diploma in Business admin or Secretary or equivalent related field is preferred.
- Proven experience as a secretary, administrative assistant, or similar role.
- Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
- Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
- Strong interpersonal and communication skills, both verbal and written.
- Attention to detail and accuracy in work.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Flexibility and adaptability to changing priorities and responsibilities.
- Proactive attitude and willingness to take initiative.
- Able to communicate in English and Mandarin as one is required to liaise with Mandarin speaking.
