Secretary & Administrative Officer

Secretary & Administrative Officer

Country: Singapore

This role will provide office administrative support to the Singapore branch and perform ad-hoc duties as assigned.

Key Responsibilities

• Obtain pre-trip relevant approval for trip booking, arrange the booking of air-tickets, hotel reservations, business visas and other logistics for executives travelling overseas.

• Arrange meetings, interviews, expenses claims, etc.  Provide secretarial support to executives such as preparing presentation, taking minutes, filing document, printing, travel related record tracking and other ad-hoc duties as assigned.

• Calendar management for senior executives.

• Liaise with vendors and service providers. Assist in procurement of office supplies, vendor selection and service /contract management and renewal. Raise new vendor on-boarding application as appropriate and follow through vendor process.

• Manage the office admin related payment especially reviewing expense claims and checking invoices against purchase/service orders, quotations and contracts.

• Support logistics of office activities and business events, such as regular breakfast/tea provision, town hall, annual dinner, office training, seminars, offsite, premium gifts, client gift register.

• Interface with building management team and vendor for daily facilities services, repair and maintenance, etc.

• Assist in logistics for staff on-boarding and termination Support office reconfiguration, renovation and relocation.

• Answer incoming calls, greet visitors, handle mail/courier, arrange meeting room, etc.

• Provide occasional pantry service support such as serving tea and coffee for visitors.

• Support office health and safety arrangements, e.g. pandemic related measures, set up and reports.

• Perform as local coordinator to support ad hoc regional project work or assignment when needed, assigned by your manager.

Requirements

• Diploma holder with minimum 8 years’ working experience in office administration & secretarial supports.

• Good command of spoken & written English.

• Good communication skills and PC skills (Microsoft Office).

• Proactive, detail oriented, independent, open-minded, diligent, organized with strong time management skills and a team player.

• Previous experience in financial institutions / banks will be an advantage.