Office Administrator

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Boeing Singapore is looking for an **Office Administrator** based in **Singapore.**

**Position Responsibilities **(include, but not limited to)**:
**Ensure Effective Communication and Organization**:

- The assistant will help respond to invitations, prioritize incoming requests and mails.
- Help send out follow-up letters and congratulators in a timely manner after trips, meetings, briefings, events and occasions as appropriate.
- Maintain and regularly update the President’s contact lists on Microsoft Outlook, Card Scan or other software as needed. After scanning, ensure that business cards are accurately captured, filed and easily accessible.
- Answer the President’s phone and take accurate messages when he is not available or is out of the office and redirect as appropriate.
- At all times, maintain a level of professionalism that protects the Company and its interests, especially in the handling of confidential information or communications with government officials.
- Maintain the physical office of the President and ensure that he has adequate supplies and resources to perform his duties.
- Maintain and update all the files both electronic and paper. All critical documents and government/member correspondence must be electronically scanned and filed.

**Manage President’s Calendar**:

- Coordinate with the President and team to regularly to review daily and future correspondence, schedules, invitations, meeting requests, travel, research needs, etc.
- Coordinate between the President and staff regarding his daily calendar meeting requests, scheduling requests, appointments and events.
- Confirm the date, time, location and length of all meetings with third parties 24 hours ahead of the meeting
- Maintain a detailed awareness of the President’s daily schedule and ensure that he maintains that schedule to the extent possible.
- Update and help manage the President’s task lists daily and ensure that he has adequate time set aside on his calendar for completion of these tasks.

**Coordinate President’s Travel**:

- Research and book flight, hotel, ground travel arrangements and visa immigration / custom clearances for the President’s business travels.
- Help develop an itinerary for each trip taken by the President, to be shared with staff and his family.
- Work with the President and team to coordinate the President’s travel agenda and meeting requests.
- Work with the team to ensure that the President has the needed materials for meetings during travels.
- Act as a liaison between the team and the President while he is travelling, ensuring that information is transmitted in a timely manner.
- Take responsibility for obtaining all travel receipts from the President for the purpose of preparing travel expense reports and reconciling expense reports. Expense reports are to be completed within one week of the trip completion (or receipt of needed information)

**Coordinate Briefings/ Briefing Materials to the President**
- Ensure that the President receives briefing materials at least 24 hours and preferable 48 hours prior to all meetings
- Keep the President updated on all invitations, events and other requests for his time. Ensure timely responses to all such requests

**Basic Qualifications (Required Skills/Experience)**:

- Minimum 3 years of work experience in an Administrative and Secretarial role.
- Must be extremely organized and detail-oriented
- Must have excellent English verbal and written skills
- Must be able to professionally interact with executives and government officials from support staff to CEOs, Presidents
- Must be able to take good, quick notes and type accurately and fast
- Must be able to work independently and meet deadlines during President’s frequent travel
- Must be proficient in Windows Office software including Word, Excel, Outlook and PowerPoint
- Must be comfortable with and well versed in the Internet, particularly Internet searches and finding information quickly and accurately on the net.
- Must be able to compose and draft simple communication such as invitation and thank you letters
- Must be able to handle multiple demands at the same time and work ahead of deadlines and anticipate problems and challenges
- Must be able to function in a fast-paced environment
- Must be a team player, have a positive, high energy personality and be good motivator, interested in helping to keep team spirits high while under deadline pressure
- Must be able to handle confidential information professionally
- Fluency in a second Southeast Asian Language including Mandarin i