Executive Secretary Singapore, Singapore

1 week ago


Singapore PaxOcean Full time

DESCRIPTION

This position is for PaxOcean Group, a company under Kuok (Singapore) Limited.

Position summary

Reporting directly to the CEO, the Executive Secretary to the CEO provides administrative support to the CEO. The Executive Secretary serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the CEO. The Executive Secretary serves as a liaison to the senior management team; organizes and coordinates external relations efforts; and oversees special projects as and when assigned by CEO.

Tasks and Responsibilities

Administrative Support
- Assists the CEO with daily secretarial and administrative duties including a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings including minutes of meetings, receiving guests and arranging conference calls.
- Communicates with the general staff on the CEO’s behalf and coordinates logistics with high-level meetings both internally and externally
- Drafts letters, reports, prepares and coordinates oral and written communication.
- Supports CEO in his external commitments, including service on external boards, committees and other groups.

Board Liaison
- Serves as the CEO’s administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and dinners; semi
- annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests.
- Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the CEO’s agenda.

Secondary Responsibilities
- Provide logistic support for Company events.
- Key Administrative contact who prepares and disseminates correspondence, memos and forms to other colleagues.
- Performs other duties as assigned.

**REQUIREMENTS**:

- Strong interpersonal skills and the ability to build relationships with a broad range of stakeholders including staff, Board members, external stakeholders
- Ability to work under time pressure independently and with professional discretion
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Excellent time-management and problem-solving skills
- Extensive experience and proficiency in creating documents and spreadsheets, using office software such as MS Word, Excel and PowerPoint
- Good written and verbal communication skills
- Effectively bilingual in English and Chinese language



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