PURPOSE
To undertake a supportive role where the individual will be administering a variety of administrative and clerical tasks in order to optimize workflow procedures in the office. Be the point of reference for all queries, requests or issues.
KEY ACCOUNTAIBILITIES
Secretarial and Administrative work
· Provide secretarial and administrative support to assigned executives
· Answer the incoming calls for assigned executives
· Handle the incoming mails for assigned executives – e.g. distribute to the relevant parties and follow up
· Expenses and medical claims for assigned executives
· Assist in renewal of club membership
· Check through documents, expenses claims to ensure accuracy before submission
· Assist in preparation of presentation materials and reports
· Be a key contact person e.g. follow up enquires and/or direct to the assigned executives
Calendar Management
· Maximise efficiency and effectiveness of the time for the assigned executives
· Manage calendar and coordinate meetings
· Schedule and coordinate meetings and appointments including booking of venue and sending the meeting invites
· Set up offline and online meeting and ensure the connection runs smoothly
· Be mindful of calendar progression throughout the day
· Plan ahead (schedule and plan the regular meetings)
Travel and hotel arrangement
· Handle travel arrangement (tickets, hotel, visas and transfers) for assigned executives
· Review and monitor the travel booking processing
· Check against Travel and Expenses Policy and provide the advisory to the travellers and bookers
· Check through all the travel requisition before getting approval
Office Administrative
· Raise purchase orders and invoices through procurement systems
· Arrange gift and festival hampers for VIP clients and media sending on behalf of assigned executives
· Purchase office supplies e.g. fruits
Ad-hoc support
· Provide ad-hoc support to Marketing and Events team
QUALIFICATIONS / EXPERIENCE
· Diploma/Degree holder
· Experience in administration/secretarial
KNOWLEDGE, SKILLS & ABILITY
· Proficient in MS office application
· Excellent communication skills (Written & Spoken)
· Proactive and good in relationship management
· Excellent calendar management experience
· Good command of written and spoken English
· Proficient in Oracle Procurement/Expenses application is an advantage
