Administrative Secretary

3 weeks ago

Singapore Cognita Asia Holdings Pte. Ltd. Full time

Position Objective

. Provide administrative & secretarial support to the leadership team.

. Support the Office Manager and is responsible for general administrative duties and office tasks.

Responsibilities

General Office Administration (Primary role)

  • Answer phone calls and direct incoming calls to appropriate parties.
  • Attend to doorbell and visitors.
  • Collect and distribute postal documents.
  • Arrange local and overseas courier consignments.
  • Stock take, order and manage office equipment, stationery and pantry supplies, coordinate with office contractors such as cleaners and building management.
  • Assist in organizing year-end employees' events and staff birthdays.
  • Coordinate printing of staff name cards and staff badges.
  • Keep record and issue office building access cards to new staff and visitors.
  • Keep proper record of visitors log book.
  • Stand in for other administrative staff in their absence.

Secretarial Support

  • Manage diaries for senior executives where needed.
  • Arrange travel schedules and arrangements including visa applications and other travel related tasks.
  • Prepare expense claim for senior executives.
  • Coordinate meetings and events.
  • Collate and compile periodical reports if needed.

Update/maintain/compile various contact lists, school calendars, etc

Position Requirements

  • Minimum of 5 years working experience including at least 3 years in secretarial role.
  • Highly motivated with an eye for detail and quality of work.
  • Ability to work independently with minimal supervision, as well as in a small team environment, sharing workload with other administrative staff and covering where necessary.
  • Have a friendly demeanor and endearing nature, with a professional presentation.
  • Must be reliable, flexible, and honest, with ability to multitask and meet deadlines.
  • Proven ability to maintain confidential information.
  • Must have outstanding communication skills in English, both spoken and written, and proven ability to communicate at all levels of management.
  • Excellent interpersonal skills
  • Advanced skills in Microsoft Office Suites.
  • Experience in a multinational organization an advantage.

Qualifications

  • Diploma in any related field

Contacts

  • Executives in the Asia Pacific region executives from the Cognita Group Heads of School and Heads of Department/Function.
  • External parties and contractors.

Working Conditions

  • Opportunity to work with a diverse range of Departments, Functions and multi-national executives.
  • Reasonable additional hours beyond official work hours are expected in this role.

Terms of Employment

  • Working hours: 9am - 6pm
  • Annual leave: 15 days
  • Group Medical Insurance: Provided
  • Referee request: Required
  • Background Check: Required

Safeguarding

The job holder's responsibility for promoting and safeguarding the welfare of children and young person's for whom s/he is responsible, or with whom s/he comes into contact will be to adhere to and ensure compliance with the relevant Cognita Safeguarding Child Protection Policy and Procedures at all times. If in the course of carrying out the duties of the role, the job holder identifies any instance that a child is suffering or likely to suffer significant harm either at school or at home, s/he must report any concerns to the School's Designated Safeguarding Lead or to the Head of School or indeed to the Regional CEO or Safeguarding Manager - Asia so that a referral can be made accordingly to the statutory services.

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