Personal Assistant

1 day ago


Singapore Young Men's Christian Association of Singapore Full time

Reporting directly to the General Secretary & CEO (GS & CEO), you will be directly responsible to assist the General Secretary & CEO on board, secretarial and administrative functions of the General Secretary Office.

The role entails a high degree of confidentiality to upkeep the privacy and confidentiality of board members and all related matters including meetings and discussions.

**DUTIES & RESPONSIBILITIES
I. Board Secretariat
- Coordinate ExCo, Board and related meetings including Nomination Committee, National Council of YMCAs of Singapore, Advisory Council of YMCA
- Liaise with ExCo, Board Members and / or their Personal Assistants on meeting attendance
- Keep records of ExCo, Board & related Committee Members meeting attendance for submission to CRM
- Compile reports, papers for ExCo, Board & related Committee meetings
- Send out Meeting agenda and papers in a timely manner
- Record minutes for ExCo, Board and related Committee meetings including Nomination Committee, National Council of YMCAs of Singapore, Advisory Council of YMCA
- Attend Annual General Meetings & Special General Meetings for minutes taking
- Follow up with Board Members on outstanding matters (directed by General Secretary & CEO)
- Maintain a good e-filing and hard copies of filing for meeting minutes
- Follow-up on matters delegated from General Secretary & CEO to Division Heads and Department Heads
- Liaise with YMCA Chaplains on Board devotions

II. Secretarial and Administrative Support
- Managing the day-to-day office administrative functions of the GS/CEO office
- Arrangement of meetings for General Secretary & CEO
- Calls screening for General Secretary & CEO
- Process General Secretary & CEO claims
- Preparation of Purchase Orders for GSO related purchases
- Approval of Robert C.K. Loh Boardroom
- Assist Board Directors in booking of BoardrooM/Function room or on YMCA Board related matters
- Liaise with ExCo & Board members for required signatures or approvals e.g. DBS Ideal Giro
- Handle office administration duties for Corporate Office, such as procurement of office stationery and pantry supplies, processing invoices for photocopier, collection and distribution of office mails, management of office master keys.
- Handle office administration duties for YMCA, such as updating telephone listing, and ordering of lanyards.
- Other duties as assigned by General Secretary & CEO

**QUALIFICATION & QUALITIES REQUIRED
- Diploma or Private Secretary’s Certificate or at least 5 years of secretarial experience
- A good command of English
- Competency in taking minutes
- High level of maturity and integrity with confidentiality

Preferably with experience in handling top management


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