The Secretary or Personal Assistant is responsible for providing comprehensive secretarial and administrative support to ensure efficient operations of the office. In addition, this role serves as the central point of contact (POC) for all administrative staff, overseeing their terms of reference and coordinating replacements where needed. The role requires an organized, proactive, and people-centric individual who can function as the "pillar" of the administrative team, fostering a supportive and well-coordinated environment. The Secretary or Personal Assistant also supports business operations by ensuring seamless administrative processes and alignment with organizational goals.
Responsibilities
Secretarial Duties
· Manage the calendar, appointments, and meetings for Head
· Handle correspondence, emails, and calls, ensuring timely responses and follow-ups.
· Prepare and organize documents, reports, and presentations for meetings.
· Coordinate travel arrangements, including booking flights, accommodations, and itineraries.
· Maintain confidentiality of sensitive information and documents.
Admin Support Duties
· Serve as the POC for all administrative staff, providing guidance, support, and mentorship.
· Develop, document, and maintain the terms of reference (TOR) for all administrative roles.
· Coordinate the onboarding, training, and development of administrative staff to ensure consistency in performance and expectations.
· Oversee and arrange for replacement of administrative staff during absences or transitions, ensuring smooth continuity of operations.
· Facilitate communication between administrative staff and other business units to address queries and resolve issues promptly.
· Review and streamline administrative processes to improve efficiency across the team.
Business Support
· Assist in monitoring and reporting on administrative budgets and expenses.
· Support Head in tracking key deliverables and following up on action items.
· Collaborate with other business units to ensure alignment of administrative activities with business needs.
· Provide logistical support for business meetings, workshops, and strategic initiatives.
Office Administration
· Maintain and order office supplies, ensuring availability for daily operations.
· Assist in organizing company events, workshops, and team-building activities.
· Support the implementation of policies and procedures related to administrative tasks.
· Act as the primary contact for facilities management and ensure office equipment is well-maintained.
Requirements
· Diploma or degree in Business Administration, Office Management, or a related field.
· At least 3-5 years of experience in a secretarial or administrative role, with exposure to team coordination preferred.
· Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
· Strong interpersonal skills with a proven ability to work effectively in a team-oriented environment.
· Experience in mentoring or managing a team of administrative professionals is an advantage.
· Location: Jurong East / Ang Mo Kio.
Please submit resumes to [email protected] with the following details in MS Word format:
- Position applying for
- Current remuneration
- Expected remuneration
- Notice period
John Goh Meng Chye
EA License No : 06C4642
EA Reg No : R1102621
We regret that only shortlisted candidates will be notified.
