Senior Secretary

4 days ago

Singapore Mapletree Investments Pte Ltd Full time

**The Role**:
This position will provide secretarial and administrative support to the Group Chief Development Officer under Group Development Management.

**Responsibilities**:

- Calendar Management and maintain effective communication with internal and external parties, handle calls and enquiries
- Schedule meeting and booking of meeting rooms
- Organize and coordinate meetings and appointments, manage conflicting priorities
- Manage travel arrangements and itineraries, handle travel expense claims and disbursements on a timely manner
- Arrange and facilitate Visa and other statutory related Applications
- Communicate and liaise with teams across different locations in the Asia Pacific region to resolve administrative issues
- Ensure timely submission of periodic department reports and coordinate their preparation
- Plan and schedule weekly and monthly team/department meetings (monthly meetings to be minuted)
- Organize and submit presentation slides for Immersion Programme and Department Quarterly update
- Support the department team for participation of the Corporate Social Responsibility (CSR) Programme
- Enhance the team's participation and track team participation hours in training and Wellness Program, aiming to improve KPIs
- Generate department purchase requests and purchase orders for ad-hoc purchases
- Facilitate the onboarding process for new hires, coordinating with relevant parties for workstation, laptop, landline, and business card setup
- Arrange temporary access pass for overseas staff
- Provide administrative support within the department and any other projects as assigned, providing cover for administrative staff who are absent/on leave
- Maintain an organized filing system of paper and electronic documents
- Assist and coordinate/organize the Head’s to-do tasks to ensure faster turnaround time and work efficiency.
- Assist in preparing work related power point and excel when needed

**Job Requirements**:

- Diploma / GCE 'A' level / Private Secretarial Certificate
- At least 7 to 10 years of secretarial and / or executive support experience
- Trustworthy to handle confidential matters
- Meticulous, organized and have good initiative
- Proficient in MS Office (excel and power point in particular)
- Good effective communication both verbal and written
- Proficient at resolving issues and able to adapt to changes in planned workflow

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