Executive Assistant 4 - Singapore
Description: ACCOUNTABILITIES Screens telephone calls and visitors, and resolves inquiries and requests. Schedules and maintains calendar of appointments, meetings and travel itineraries, and coordinates related arrangements. Tracks operational data in a database, including financial and other reporting metrics. Uses software tools to compile data into presentation format. Independently prepares presentations and recurring reports. Coordinates special projects, department activities and office functions with other departments
Key Reponsibilities:
1. Center requests and visitor support
- Act as point of contact for the visit request, accepting and processing request using internal applications/tools.
- Welcoming guests in a friendly and professional manner, and directing them appropriately per customer engagement
- On site point of contact for customers dealing with any issue that arises during their visits.
- Visitor Enquiries & Communications. Providing accurate information in-perform and via phone/email per customer engagement
- Security. Controlling access to the office through the reception desk
- By requesting for employee badge
- By confirming customer identify when Dell host is not present
- Coordinating with building reception/security to facilitate easy entry for customers
- Visit registration & Feedback
- Confirm name & designation of customers on registration forms/booking systems
- Collect feedback from customers (physical form or electronically) at the end of the customer engagement
- Be available before customer visit. Be available in the office at least 30 minutes before customer arrives.
- Ensure customer leave and doors are locked. Leaving the office only after all customers leave and the doors are auto-locked.
- Time required after working hours will be no more than 2 hours per week.
- Doors auto-locked at 6pm
2. Administrative Support. Performing administrative duties to support the center activities such as updating customer engagement record system, filing, photocopying, printing,
- Appointment Scheduling: Organizing and scheduling appointments at the center and updating calendar events on attendees using Microsoft outlook and/or other software systems.
- Centre & Meeting Room readiness: Maintaining a clean and organized reception area, ensuring the environment is presentable
- Update the facility cleaners to have meeting rooms ready for customer visit
- Check meeting rooms are in order an hour before customer visit
- AV system is in working order
- Stationaries such as pens/diaries are laid out
- Agenda is printed and placed in meeting rooms
- Electronics sign (welcome screen, room signage) display the correct informationRecords management: Keeping track of consumables usage such as water, pens, and place order for the consumables when supplies run low
- Catering Management: Be the point of contact for the caterer and ensure the timely setup and removal of catering setup.
- Maintaining and updating the visit records in the relevant application on timely manner.
- Compiled weekly/monthly reports on center visit, as required.
- Assists in all other admin and miscellaneous tasks being assigned on ad-hoc basis with relation to center operations. Example of tasks include mass ordering of name cards for the staffs.
Candidate Requirements
Familiar with personal computers operations. Experience in using common office applications such as Microsoft Office, and communications software like Zoom, Microsoft Teams
PERSOLKELLY Singapore Pte Ltd • RCB No. 200007268E
EA License No. 01C4394 • EA Registration No. R1113321 (Jacob Tijo)
