Administrative Assistant

2 weeks ago

Singapore OFFICE SECRETARIES PTE. LTD. Full time

**Responsibilities**
- Overseeing meeting room bookings and ensuring appropriate room set-up and refreshments are in place, organising catering for working lunches whenever necessary, and clearing at the end of meetings.
- Greeting clients and external visitors when they arrive for meetings, following visitor sign-in procedures.
- Dealing with incoming deliveries, being a point of contact for the office’s reception team
- in respect of incoming posts and couriers, arranging distribution of posts internally.
- Booking couriers and sending the outgoing post.
- Answering incoming telephone calls, assisting where appropriate and/or taking messages.
- Organising video conferences (VC) using the firm’s VC software, coordinating with
- external participants and the IT team where necessary.
- Providing administrative support to the Office Manager regarding the facilities management of the office.
- Ordering stationery and kitchen supplies and monitoring stock levels.
- Facilitating the shredding of confidential documents.
- Developing and maintaining good relationships with partners, associates, and all staff members.
- Assisting with office moving and office relocations.
- Opportunities to assist with various ad hoc projects from time-to-time (e.g., client events and staff social functions).
- This position may serve as a Personal Assistant (PA) for the associates to provide administrative and clerical support. Based on the associates’ specific needs, this may include client work and other non-billable activities. PA duties will include but are not limited to:

- typing correspondence, reports, and other documents;
- proofreading and editing correspondence;
- preparing hard-copy documents and bundles on request;
- creating, organising and maintaining hard copy and electronic files (experience of using iManage preferred) and assisting with archiving of confidential legal files for off-site storage;
- booking taxis;
- assisting with time entry and expense claims, and
- preparing client bills and process final invoices (working in conjunction with the firm’s finance team).

**Requirements**:

- Prior experience of working in an office environment.
- Ability to work independently without close supervision.
- Effective communication, both orally and in writing.
- The ability to work efficiently and, at times under pressure.
- Excellent organisational skills and attention to detail.
- Experience of prioritising workload in order to juggle conflicting demands and meet deadlines.
- Ability to monitor multiple processes and administrative tasks.
- Experience in calendar management, meeting planning and logístical arrangements.
- Proficiency with Microsoft Office programs.
- Excellent customer service to both internal and external clients.
- A positive attitude and effective collaboration, with the flexibility to work overtime when necessary (normal office hours are 9:00 am to 5:30 pm).

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