Executive Secretary

1 week ago

Geylang, Singapore Aztech Technologies Full time

**Job Summary**:
This role involves managing schedules, coordinating meetings, handling confidential information, and performing various administrative tasks to facilitate the efficient operation of the executive's office.

**Responsibilities**:

- Efficiently handle incoming and outgoing mails, parcels, faxes, and manage calls.
- Arrange and coordinate conference calls, ensuring seamless communication.
- Plan, organize, and coordinate meetings, as well as business entertainment events.
- Make necessary arrangements for guests and welcome them during office meetings.
- Plan and coordinate travel arrangements for the office, including liaising with overseas offices for necessary accommodations.
- Ensure all travel-related documents are prepared and organized.
- Arrange for the signing of documents by relevant parties, including those for overseas offices.
- Manage and maintain records of important documents and ensure accessibility and facilitate seamless retrieval when needed.
- Oversee office cleaning procedures, ensuring a well-maintained and organized workspace.
- Act as the safe management officer, ensuring adherence to safety measures and maintaining accurate records.
- Manage claims processes for CEO and COO, ensuring accuracy and timeliness.
- Handle administrative duties related to claims and maintain organized records.
- Liaise with building management for facilities-related matters and season parking.
- Maintain records of company vehicles, overseeing inspections, claims, and tax-related responsibilities.
- Act as a backup for customer service calls as needed, while also taking on ad-hoc duties to support the office's day-to-day operations.

**Requirements**:

- At least 2 years of experience in an executive secretary or personal assistant role
- Excellent communication, interpersonal and time-management skills
- Able to multi-task, work well in a fast-paced environment
- Strong organizational and administrative skills
- Proficient in Microsoft Offices (Word, Excel)
- Discretion and confidentiality in handling sensitive information
- Flexibility to adapt to changing priorities
- Professionalism in interactions with executives and stakeholders

Pay: $4,000.00 - $5,000.00 per month

Schedule:

- Monday to Friday

Work Location: In person

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