Executive Secretary

2 weeks ago

Singapore Singapore Airlines Full time

**Key Responsibilities**

1. Calendar Management:

- Manage calendars of 2 Divisional Vice Presidents (DVPs), to ensure effective time management for their appointments.
- Coordinate with internal and external stakeholders to arrange and confirm meeting details, including agendas, attendees.

2. Travel Arrangements:

- Handle travel requests for DVPs, coordinating flight reservations and accommodations
- Ensure all travel arrangements are made efficiently and in compliance with company policies and procedures.
- Prepare travel itineraries and relevant documentation for the DVPs.

3. Departmental Procedures Manual Administration:

- Maintain and update the Departmental Procedures Manual ensuring accuracy.
- Collaborate with relevant stakeholders to gather and incorporate changes or updates to departmental procedures.

4. Circular Publication:

- Publish Flight Operations Technical crew circulars and ensure ensuring clear communication of important information.

5. Coverage and Support:

- Provide coverage and support to the Secretary of Senior Vice President during their absence.
- Assist with calendar management, administrative tasks, document preparation, and other duties as required to ensure continuity of operations.

6. General Administrative Support:

- Maintain organised filing systems and records for efficient document retrieval.
- Perform other administrative duties as assigned by the DVPs.

**Requirements**:

- Holds a diploma in any discipline.
- Experience as an executive secretary or in a similar administrative role, supporting senior-level executives will be advantageous
- Excellent organisational and time management skills, with the ability to prioritise and multitask effectively.
- Strong written and verbal communication skills, with a professional demeanor.
- Attention to detail and accuracy in handling confidential information.
- Adaptability and flexibility to manage changing priorities, handle last-minute requests, and remain composed under pressure in a dynamic work environment.
- Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and familiarity with calendar management.

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