Secretary - 1 Year Contract

5 days ago

Singapore Thales Group Full time

Location: Singapore, Singapore

In fast changing markets, customers worldwide rely on Thales. Thales is a business where brilliant people from all over the world come together to share ideas and inspire each other. In aerospace, transportation, defence, security and space, our architects design innovative solutions that make our tomorrow's possible.

Thales established its presence in Singapore in 1973 to support the expansion of aerospace-related activities in the Asia-Pacific region. Throughout the last four decades, the company grew from strength to strength and is today involved in the primary businesses of Aerospace (including Air Traffic Management), Defence & Security, Ground Transportation and Digital Identity & Security. Thales today employs over 2,100 people in Singapore across all its business areas.

The Secretary is responsible for day-to-day admin activities required to support smooth running of Thales businesses. He/she plays a critical role in helping different groups of senior executives manage daily operations and important tasks.

**Responsibilities**:

- Assist senior management and executives in bookings for travels, meals and events
- Assist in organizing meetings and booking meeting rooms/venues
- Assist in preparing agenda, meeting minutes taking and sending reminders for follow-ups
- Working with procurement and relevant parties in processing purchase requests/orders and claims
- Assist in preparations, as well as printing of documents and name cards
- Ensure stationery and items required for company operations are well stocked
- Coordinates maintenance of copiers/printers and ordering of toners
- Helping with tabulation, packing and/or distribution of materials/items when necessary
- Assist in admin work for bids and projects when necessary
- Working as a facilitator/coordinator for events or monthly meetings
- Working together with other secretaries to support one another when necessary

**Requirements**:

- Experience as a Secretary or Admin Executive
- Familiarity working in a complex office organization
- Strong oral and written communications skills, and ability to communicate with multiple overseas and local stakeholders
- Proficiency in Microsoft Office Suite, Outlook and related admin tools
- Capability of multi-tasking with good time management and priorities setting
- High level of integrity in handling confidential information
- Able to work under pressure and handle last minute requests/changes at times
- Strong interpersonal skills in managing conflicts or tasks assigned by different senior executives

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