Admin Support to CEO Office and Office Administrator

2 days ago

Singapore COUNCIL FOR THIRD AGE Full time

**Job Scopes
Provide full spectrum of secretarial and administrative support to the CEO:

- Manage the CEO’s calendar to co-ordinate external meetings and appointments;
- Assist CEO for setting up internal and external meetings with the various departments/parties including collating and co-ordinating the agenda and meeting materials;
- Facilitate meeting logistics such as manage the conference schedules, meeting materials, refreshment, setup of venues, video conference & projectors etc. for CEO;
- Minutes taking for internal CEO and Chairman meetings;
- Managing the day-to-day office administrative functions of the CEO office;
- Processing CEO claims;
- Maintain a good e-filing and hard copies of filing for all CEO Meeting Materials, both with internal and external parties;
- Liaise with PA to Chairman for setting up internal and external meetings/events with the various departments/parties and co-ordinating the meetings/events materials;
- Perform other duties for CEO office as assigned by CEO.

Provide general administrative support to office:

- Sorting and distributing of incoming mails, couriers and deliveries;
- Direct incoming visitors to staff in-charge;
- Tracking and replenishment of office supplies, stationeries and pantry consumables;
- General office upkeep and cleanliness including handling office cleaner etc;
- Management of office furniture & equipment including monitoring the working condition of the office furniture & equipment, arrangement for repair & maintenance, keeping records for transfer, loan and return of office furniture and equipment etc;
- Keep proper records of service contracts such as renewal’s timeline and vendors information etc;
- Management of internal library;
- Undertake ad-hoc assignments and related duties when required.

**Job Requirements**:

- Possess at least Diploma in Business Studies / Administration / Management or equivalent;
- At least 3 years working experience as a personal assistant or secretary;
- Discretion and trustworthiness;
- Able to maintain confidentiality and work independently;
- Flexibility and adaptability;
- Good interpersonal and communications skills;
- Strong organisational skills with ability to multitask;
- Meticulous, proactive and able to take initiative.

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