IT Administrative Assistant

2 weeks ago

Singapore CHEVRON SINGAPORE PTE. LTD. Full time

**Requisition ID: R000015120**Job Location: Singapore Duo Tower**

**Responsibilities for this position may include but are not limited to**:
Provides administrative and secretarial support to the IT Team and Regional Manager, Eurasia Pac, based in Singapore

**Secretarial & Administrative Support**:

- Provides pro-active and confidential administrative and secretarial support to Regional Manager
- Manages the Outlook calendar of the Regional Manager including scheduling of and coordinating of logistics for meetings, activities and any required onsite or offsite functions
- Assists with meeting preparation and other required documents through liaising with others in the collection, consolidation, and dissemination of meeting materials
- Manages the department’s electronic calendar whilst planning and organizing required team meetings, including agenda management, logistics and overall attendance
- Compiles and prepares expense reports for submission using Travel and Expense Account (TEA), whilst ensuring compliance with Chevron’s Travel and Expense Policy
- Collects and consolidates monthly updates from all BU Digital Managers for Regional report outs on a timely basis; Assists the IT team in travel logistics; Schedules and coordinates learning calls with Gartner for IT team
- Represents the Regional Manager’s office to a broad array of contacts within Chevron and externally. Manages hard copy mail correspondence and any other electronic correspondence that requires attention, with the ability to prioritize, highlight and manage items requiring immediate attention.

**Others**:

- Works closely with Finance/Shared Services/Procurement on invoice coding and payment matters; Arranges and plans support for new employees in onboarding activities such as office set-up. Maintains the team Distribution Lists to ensure accuracy; Ensures the smooth running of the IT team i.e. ensuring sufficient office supplies, facilities, etc are functioning well and liaise with internal departments to remedy as required

**Job Requirements**:

- Bachelor’s degree in related field
- At least 3 years of administrative assistant experience in a similar capacity/role
- Demonstrates a high level of integrity and professionalism; ability to handle sensitive material and maintain appropriate levels of confidentiality at all times
- Demonstrated critical thinking skills, organization skills, with ability to prioritize workload and work independently with mínimal supervision and complete tasks in a timely and efficient manner; experience in working with a global team in multiple time zones.
- Proven ability to collaborate, and build positive working relationships; Strong written and oral communication skills;.

**Preferred Qualifications**:

- Related experience in the Oil and Gas industry

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