The Team Secretary is to project a polite and professional front at the TMG office when dealing with the Board, fellow employees and visitors. She is to ensure that the various office administration process and systems are efficiently and effectively managed and the office is properly maintained.
Responsibilities:
Personal Assistant (“PA”) to Group CEO (“GCEO”) and Group CFO (“GCFO”):
- Provide comprehensive support to the GCEO and GCFO in all secretarial and administrative functions;
- Calendar management for GCEO and GCFO including scheduling of meetings and coordination with external parties; and
- Assist in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations.
Senior Management Support:
- Support the senior management in secretarial and administrative functions;
- Support senior management in scheduling of meetings and coordination with external parties;
- Assist in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations; and
- Arrange and coordinate Board, committees and departments meetings, including preparing of any board pack documents.
Office Administration:
- Handle office tasks and clerical support, such as scanning, faxing, copying, filing, compiling and generating reports and presentations;
- Manage office, pantry, IT and telecommunications and cleaning supplies, equipment and services;
- Manage mailroom, courier services and driver scheduling;
- Answer and screen phone calls and route callers to the appropriate party;
- Generate reports, transcribe minutes from meetings, and create presentations, when required;
- Manage and liaise with other departments and external vendors for all office related matters;
- Assist with any ad-hoc duties assigned.
Internal/ External Meetings:
- Manage meetings rooms bookings, refreshments and cleanliness;
- Greet and receive guests and provide refreshments to guests; and
- Organise refreshments and or meals for internal and external meetings, including procuring meals and preparing drinks.
Others:
- Maintain polite and professional communication via phone, e-mail, and mail; and
- Any other matters when required by Management.
Requirements:
- Recognized Private Secretarial Certification or Diploma
- Prior administrative experience.
- Good computer and Microsoft Office skills (Outlook, Word, Excel and PowerPoint).
- Good organisation skills and able to multi-task, prioritise projects and work under tight timeline.
- Organised, neat and pays attention to detail.
- Team player with positive attitude.
- Good interpersonal skills and polite to colleagues and guests.
- Desire to be proactive and create a positive experience for others.
- Willingness to learn and acquire new skills to improve job efficiency and effectiveness.
