General Overview
The incumbent shall provide secretariat support and assist his/her reporting manager in the day to day office matters.
Roles and Responsibilities
Secretariat Support
The incumbent shall provide secretary services and administration support to Senior Vice President as follows:
- General secretariat support including but not limited to printing, compilation of reports and formatting of documents and presentations.
- Manage schedules.
- Preparation, consolidation and submission of expense claim reports.
- Answering and screening of telephone calls.
Travel Administration
The incumbent manages the complete process of all travel related request and ensure compliance with policies and guidelines. The scope includes but is not limited to the following:
- Travel, accommodation and VISA arrangement for all business travel of Senior Vice President and Project team.
- Liaison with service provider to ensure best value products and services are provided.
- Compilation and assist in verification and submission of travel documents as requested.
General administration
- Administrative and logistical support for meetings and visits.
- Application of entry passes to restricted areas for project.
- Co-ordination of queries relating to Safety Orientation Course (SOC) - liaison and ensure required personnel attends the course.
- The incumbent shall support all other administration processes and procedures and perform any other duties and participate in any other projects as assigned by his/her reporting manager.
Work Experiences
- Candidate shall have at least 3 years of hands-on experience in general office administration.
- Candidate with prior experience in working a multi cultural environment is an advantage.
- Candidate shall be proficient with MS Office applications.
- Successful candidate shall also possess the following personal attributes:
- A team player with strong interpersonal and communications skills with ability to interact with people at all levels.
- Possess high customer orientation and is tactful and diplomatic.
- Ability to work independently and under tight deadlines and multitask.
- Possess pleasant disposition and has a positive and outgoing personality.
Education Requirements
- Diploma in Business or equivalent.
Performance Criteria
- Ability to deliver effective secretariat support to senior management.
- Ability to oversee system administration for various portals and ensure content is current and accurate.
- Ability to oversee the general office administration and facility administration effectively and efficiently.
