Personal Assistant

1 month ago

Downtown Core, Singapore TJ INFOTECH PTE LTD Full time

The Personal Assistant will be providing comprehensive administrative and secretarial support to CCOO. The Personal Assistant will be responsible for managing the day-to-day administrative and secretarial tasks and providing proactive support to CCOO. The incumbent will report to CCOO.

JOB DESCRIPTION

  • Providing full administrative support and secretarial assistance to CCOO.
  • Proactively contribute to the management of CCOO's calendar including organizing appointments, meetings, send reminders or notice of meeting cancellation or changes taking and prioritizing the most sensitive matters.
  • Coordinate and schedule meetings, workshops, conferences, seminars, events for CCOO, ensuring all relevant information, documents and resources (equipment set-up and organizing catering when necessary) are prepared in advance.
  • Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes as and when needed.
  • To follow-up with all actions required after meeting and ensure all required action are carried out and no deadlines are missed.
  • Coordinate and liaise with other Personal Assistants on onsite meetings, luncheons, in-house events, etc when required.
  • Welcoming visitors for meetings and events and promoting professional image of the organization.
  • Making phone calls in a polite and professional manner on behalf of CCOO to stakeholders to follow up on tasks when required.
  • Assist the team in the timely management of communications; including written, telephone, email, and voicemail.
  • Compose and edit letters, documents, emails, etc and ensure follow-up with those that require answers, responses, and written replies.
  • Prepare simple spreadsheets & powerpoint slides when required.
  • Assist in compiling data on suppliers/brochures/conference summary documents and etc.
  • Conduct research and gather information on various topics as requested by CCOO, compiling and organizing data in a presentable format.
  • Maintain comprehensive, efficient and accurate filing system of all documents.
  • Manage and coordinate travel, accommodation, transportation, etc.
  • Spend time and become familiar with all aspects of the business to follow up better with Suppliers, etc.
  • To travel overseas with CCOO if required occasionally.
  • Cover other team members when one is on leave / away from the office.
  • Any other ad-hoc duties.

JOB REQUIREMENTS

  • Minimum A level/ Diploma/ Degree in Business Administration or equivalent is required.
  • Minimum 5 years of PA experience working with C-level executives in order to understand the job requirements.
  • Excellent communication skills (written and verbal).
  • Detail oriented to ensure accuracy and quality across.
  • Creative problem-solving and able to handle pressure and fast turnarounds.
  • Must demonstrate a can-do attitude.
  • Ability to work independently with minimal supervision.
  • Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
  • Demonstrate strong knowledge of Microsoft Office and Mac OS.
  • Experience working as a flight stewardess will be advantageous.

Summary of role requirements:
  • Looking for candidates available to work:
    • Monday: Morning, Afternoon
    • Tuesday: Morning, Afternoon
    • Wednesday: Morning, Afternoon
    • Thursday: Morning, Afternoon
    • Friday: Morning, Afternoon
  • More than 4 years of relevant work experience required for this role
  • Working rights required for this role
  • Expected salary: $4,000 - $5,500 per month

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