Major Duties and Responsibilities
Personal Assistance to Executive Director(s)
- Plan, schedule and coordinate meetings/appointments with multiple representatives from various internal and external institutions / organizations.
- Ensure the logistics of the meetings are in place e.g. booking of meeting rooms, set up of projectors etc.
- Prepare meeting materials, distribute meeting agendas related documents and provide secretariat support, when necessary
- Accurate and timely management and updating of Executive Director(s)’ calendars
- Assist Executive Director(s) to submit conference/business trips application for approval, manage travel plans i.e. flight/hotel/transfers/visa arrangements and conference registration
- Assist Executive Director(s) to prepare conference/travel files and itinerary; complete submission claims for overseas travel and corporate expenses
- Maintain the filing system and records and ensure timely retrieval of such files and records as and when required.
Departmental support
- Coordination for organization's core strategic meetings/regular department meetings and provide secretariat support such as agenda collation, minutes taking and drafting of slides, when required.
- Support on-boarding and off-boarding of staff for organization, including the raising of job requests, mobile phone reimbursement applications, electronic mailing list and physical mailers.
- Managing of office facilities (queries on workstation allocation, lock replacement), stationery supplies, computer peripherals, name stamp and name card orders (through e-stationery account)
- Managing department’s account in corporate social media platforms, where applicable
- Collection and distribution of letters and publications delivered to the organization
- Assist with the management and tracking of the department’s fixed assets (e.g. laptops), ranging from purchase of replacement laptops to oversee the transfer, condemnation and proper disposal of laptops/external hard disk to updating of department records regularly, as well as to provide support in HQ’s fixed asset verification exercise.
- Assist with preparation and implementation of department events, workshops and trainings.
- Coverage for other administrative duties during the absence of Senior Executive/Executive/Executive Assistant.
- Other general office administrative duties of the department, as assigned.
Job Requirements
Education/Experience
- Diploma in any discipline
- Preferably with at least 2 – 3 years of experience as a personal assistant or in general office management
- Proficiency in Microsoft Office applications is essential
Personal Attributes
- Good interpersonal, communication skills with the ability to work independently in a team
- Meticulous, organized and detailed-oriented
- Willing to assume responsibilities as directed.
Interested candidates please send a copy of your resume to [email protected]
Lynn Ho
R23114223
Recruiter's Ref Code: #HHO
Recruit Express Pte Ltd (Healthcare & Lifesciences Division)
EA License: 99C4599
