Executive Assistant/Secretary

4 days ago

Central Region, Singapore Private Advertiser Full time $60,000 - $120,000 per year

Job Description

· Answering telephone call, taking messages, receiving incoming faxes and mails

· Coordinate internal and external meetings with business partners, shareholders, clients, suppliers and others

· Manage diary for Management/employees including meetings, conferences, video conferences and other events and reminding them of important tasks and deadlines

· Receiving office guests to meeting room and arrange food catering (if needed)

· Coordinate travel arrangements, including booking flights, visa, car rental and hotel accommodations, travel itineraries and completing expense reports for reimbursement after the trip.

· Perform general research work including preparation of background documents (e.g., preparation of presentation slides, drafts of simple correspondences, and background information for appointments; consolidate relevant data; generate reports, etc.).

· Establish, maintain, and ensure the timely update of the correspondence filing systems (both hard and soft copies)

· Liaise, draft, comment, review, edit and send contracts and agreements on behalf of Management (if needed)

· Assist with general administration support such as processing correspondence and letters, photocopying, printing, scanning, typing, couriers, maintaining contact databases, post and others

· Perform office administration tasks including ordering workplace supplies (including pantry ordering) and managing office maintenance services such as repair works, servicing and etc.

· Perform any other ad-hoc duties where required

Job Requirement

  • Excellent communication skills in English

  • Ability to work independently combined with excellent interpersonal skills

  • Strong organization, problem solving and time management skills

  • Proficient in Microsoft office skills

  • Ability to handle sensitive business data and other information with confidentiality and discretion

  • Must be comfortable in a fast-paced international environment with multiple languages & time zones

  • A minimum of 3-5 years of experience as an Executive Assistant or in a similar role supporting C-level executives or senior management in a fast-paced and dynamic environment.

  • Able to work under pressure, tight deadlines and to accommodate last-minute or ad-hoc changes such as arranging urgent flight/accommodation arrangements even if its weekend or weekday nights as and when required.

  • Immediate availability will be an advantage

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