Position Objective
· Provide administrative & secretarial support to the leadership team.
· Support the Office Manager and is responsible for general administrative duties and office tasks.
Responsibilities
General Office Administration (Primary role)
- Answer phone calls and direct incoming calls to appropriate parties.
- Attend to doorbell and visitors.
- Collect and distribute postal documents.
- Arrange local and overseas courier consignments.
- Stock take, order and manage office equipment, stationery and pantry supplies, coordinate with office contractors such as cleaners and building management.
- Assist in organizing year-end employees’ events and staff birthdays.
- Coordinate printing of staff name cards and staff badges.
- Keep record and issue office building access cards to new staff and visitors.
- Keep proper record of visitors log book.
- Stand in for other administrative staff in their absence.
Secretarial Support
- Manage diaries for senior executives where needed.
- Arrange travel schedules and arrangements including visa applications and other travel related tasks.
- Prepare expense claim for senior executives.
- Coordinate meetings and events.
- Collate and compile periodical reports if needed.
Update/maintain/compile various contact lists, school calendars, etc
Position Requirements
- Minimum of 5 years working experience including at least 3 years in secretarial role.
- Highly motivated with an eye for detail and quality of work.
- Ability to work independently with minimal supervision, as well as in a small team environment, sharing workload with other administrative staff and covering where necessary.
- Have a friendly demeanor and endearing nature, with a professional presentation.
- Must be reliable, flexible, and honest, with ability to multitask and meet deadlines.
- Proven ability to maintain confidential information.
- Must have outstanding communication skills in English, both spoken and written, and proven ability to communicate at all levels of management.
- Excellent interpersonal skills
- Advanced skills in Microsoft Office Suites.
- Experience in a multinational organization an advantage.
Qualifications
- Diploma in any related field
Contacts
- Executives in the Asia Pacific region; executives from the Cognita Group; Heads of School and Heads of Department/Function.
- External parties and contractors.
Working Conditions
- Opportunity to work with a diverse range of Departments, Functions and multi-national executives.
- Reasonable additional hours beyond official work hours are expected in this role.
Terms of Employment
- Working hours: 9am – 6pm
- Annual leave: 15 days
- Group Medical Insurance: Provided
- Referee request: Required
- Background Check: Required
Safeguarding
The job holder’s responsibility for promoting and safeguarding the welfare of children and young person’s for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding; Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School’s Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.
