Executive Secretary/ Personal Assistant

6 days ago

Tuas, Singapore Kuok (Singapore) Limited Full time

**Position Summary**:
Reporting directly to the COO/CEO, the Executive Secretary to the COO/CEO provides administrative support to the COO/CEO. The Executive Secretary serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the COO/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 COO/ CEO.

**Tasks and Responsibilities**:
**Essential/Primary Responsibilities: Administrative Support**
- Maintain executives' calendars by scheduling appointments, meetings, and events.
- Coordinate and prioritize appointments to ensure efficient time management.
- Assists the COO/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 COO/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 COO/CEO in his external commitments, including service on external boards, committees and other groups.

**Board Liaison**
- Serves as the COO/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;
- Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the COO/CEO’s agenda.

**Other Administrative Support**
- Responsible for all flights & travel arrangements for all PaxOcean group personnel; processing travel expenses request for the Directors & above.
- Responsible for office administrative matters such as stationery, printing material, workstation allocation and etc
- Bachelor's degree in Business Administration, Communications, or a related field (or equivalent experience).
- High school diploma or equivalent; Associate's degree or higher is a plus.
- Proven experience as an Executive Secretary or similar administrative role.
- Excellent written and verbal communication skills.
- Proficiency in office software (Microsoft Office Suite, Google Workspace, etc.).
- Strong organizational and multitasking abilities.
- Attention to detail and high level of accuracy.
- Ability to work independently and take initiative.
- Discretion and trustworthiness when handling confidential information.
- Adaptability and flexibility in a fast-paced environment.

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