Location: Jurong East, West Region, Singapore
We are seeking a highly organised, proactive, and resourceful Secretary to provide high-level support to our Managing Director (Borderless Production). The Secretary will provide high level of administrative and secretarial support, ensuring the smooth and efficient operation of the office. The ideal candidate will be strong business acumen, proactive, detail-oriented, and able to handle confidential information with the utmost discretion.
Key Responsibilities:
- Manage the Managing Director's calendar, schedule meetings, coordinate appointments.
- Assist in the preparation and proof-reading of agendas, presentations, reports, and any other documentation and follow up on action items as required.
- Take detailed meeting minutes, distribute them to relevant parties, and follow up on action items to ensure timely completion
- Act as the primary point of contact on behalf of the Managing Director, handling correspondence, including emails, letters, and phone calls, on behalf of the Managing Director.
- Coordinate travel itineraries, including booking of flights, accommodations, and transportation and ensure all travel-related documentation and arrangements are completed efficiently.
- Maintain an organised filing system for important documents and records.
- Liaise with internal departments and external stakeholders on behalf of the Managing Director.
- Adapt to changing priorities and demands, demonstrating flexibility and problem-solving skills.
- Ensure the office runs efficiently by managing supplies, organising meetings, and coordinating maintenance services.
- Perform other administrative duties as required to support the Managing Director and management team.
Requirements:
- Bachelor’s degree in Business Administration or related field.
- Minimum 3 years of experience as a Secretary or in a similar role, preferably supporting C-suites executive / senior executives.
- Familiarity with office management procedures and basic accounting principles.
- Familiarity with legal documentation and business processes, with the ability to interpret contracts and regulatory documents will have an added advantage.
- Proven experience as an executive secretary or similar administrative role.
- Exceptional organisational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
- Ability to multitask and prioritise tasks effectively.
- High level of professionalism, discretion to handle confidential information.
- Strong attention to detail and problem-solving skills.
- Flexibility to travel and manage urgent matters outside regular office hours when required.
- Ability to adapt to changing priorities and work efficiently under pressure.
What We Offer:
- Competitive salary and benefits package.
- Opportunity to work closely with senior leadership.
- A supportive and collaborative work environment
