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.