Senior Administrative Support

***:
Responsible for providing general administrative and clerical support to facilitate smooth operations and effective office management.

**KEY ROLES & RESPONSIBILITIES**

**General Administration**

1. Oversee the entire ADI Singapore administrative and clerical needs.

2. Document office processes, procedures and ensure that all documents are up-to-date

4. Proactively maintains/updates repository sites e.g. share point and OneDrive for all of documented office processes, procedures and communications.

5. Key contact to manage any office queries from ADI staff and non-ADI employees

6. Maintain inventory and replenish office equipment and supplies.

**Communication**

1. Responsible for preparing drafts of office memorandums / communications, reports, and presentations for internal and external requirements.

3. Use initiative to prepare responses and with appropriate background information from many sources. Follow up to ensure proper and timely action is taken.

**Meetings /Travel**

1. Set up meetings for senior leadership team (send out meeting invites, prepare meeting logistics, take action items/notes from the meeting, etc)

2. Execute travel arrangement for office staff as needed

3. Logistics support/execution of learning and development events (internal, external and major meetings)

4. Preparation of materials and refreshment for meetings as appropriate.

5. Maintain an up to date and accurate business contact database.

6. Must maintain proper filing system and maintain up to date files and knowledge of all current activities.

**General Expectations**

1. Demonstrating a high degree of professionalism, initiative and independence to support office administrative and clerical needs.

2. Establishing and maintaining effective working relationships with all staff and officials including external stakeholders. Eg vendors, cleaning staff, service provider or suppliers and maintenance vendors.

3. Maintain a comprehensive understanding of company policies, procedures, and methods of operation to conduct duties and responsibilities effectively and efficiently.

4. Performing other related duties as assigned by supervisor (e.g. QWL, logistics needs for new hires, etc)

**Competencies/Skills**
- Must maintain high level of confidentiality and professionalism
- Excellent organizational skills with strong attention to details; resourceful and proactive with a sense of urgency.
- Possess Initiative and independent sound judgment
- Strong communication and interpersonal skills. Well-structured written and communication skill in English.
- Demonstrate analytical and decision-making skills
- Knowledge of standard office procedures
- Ability to deal in a fair and courteous manner with a variety of individuals, internal and external executive and at all levels of employees/executives
- Ability to fulfill requests or otherwise provide services, accurate information, or assistance in a courteous and timely manner to the requests of management Team.
- Adaptability in a changing environment with flexibility to change schedules and make changes according to dynamic environments.

**Requirements**:

- Min A Level / Certificate in Office Administration or equivalent. Diploma preferred.
- More than 5 years relevant experience in a similar role.
- Pleasant personality, mature and honest
- Proactive, take initiative and well organized.
- Able to multi-task, work under pressure and independently.
- Proficient in MS Office and ability to operate all office equipment including system (i.e. Audio Visual system and Video Conferencing set up, basic phone functionality, etc)