Executive Secretary

17 hours ago

Pasir Panjang, Singapore HITACHI ASIA LTD. Full time $80,000 - $120,000 per year

Job Summary:

The Managing Director (MD) Secretary provides high-level administrative and secretarial support to the Managing Director, ensuring smooth day-to-day operations. This role requires excellent organizational skills, discretion, and the ability to handle confidential matters while managing schedules, communications, and administrative tasks efficiently.

Key Responsibilities:

  • Manage the Managing Director's calendar, appointments, and travel arrangements.
  • Handle confidential correspondence, reports, and documents with discretion.
  • Coordinate internal and external meetings, including agenda preparation and minute-taking.
  • Serve as the primary point of contact between the MD and internal/external stakeholders.
  • Assist in the preparation of presentations, reports, and business documents.
  • Monitor and manage incoming emails, calls, and requests, ensuring timely responses.
  • Organize and oversee office administration related to the MD's activities.
  • Support event planning and coordination for executive-level meetings or engagements.
  • Handle expense reporting and budget tracking related to the MD's office.
  • Perform other administrative duties as assigned to support executive functions.

Qualifications:

  • Diploma or Bachelor's degree in Business Administration, Secretarial Studies, or a related field.
  • Minimum of 5 years of experience as an Executive Secretary, Personal Assistant, or similar role.
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent verbal and written communication skills.
  • Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and office management tools.
  • Ability to handle sensitive information with confidentiality and professionalism.
  • Strong problem-solving skills and ability to work under pressure.
  • Prior experience supporting senior executives is preferred.

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