Executive, Office Administration

It's fun to work in a company where people truly BELIEVE in what they're doing!

ROLE SUMMARY

Provides day-to-day administrative and secretarial support to the Corporate Secretariat team in ensuring administrative efficiency within the Group. The role involves preparing and maintaining corporate records and documents, coordinating meetings and trainings, processing invoices and monitoring payments, and general administrative support.

KEY RESPONSIBILITIES

Corporate Records and Documentation

• Prepare and process certified true copy (CTC) forms and ensure they are duly signed and recorded.
• Assist in affixation of common seal, maintain proper control of the company common seal and record the register of common seal.
• Circulate resolutions for wet-ink signature, and follow up on the status, thereafter, upon receipt of the signed copy, scan and file the signed resolutions in the shared folder systematically for ease of retrieval.
• Safeguard and maintain the list of documents kept in the safe.
• Maintain the organisation chart and company listing, and update them promptly upon changes.
• Ensure the corporate website is updated with the latest information.

Meeting Support

• Coordinate all meeting arrangements, including booking of meeting rooms and liaising with relevant parties on logistics and meeting facility requirements.
• Print, collate and distribute meeting papers in accordance with agreed timelines.

Office Administration

• Process and track departmental invoices, and coordinate payments with the relevant parties.
• Oversee stationery inventory control and coordinate stock replenishment.
• Coordinate, prepare and distribute festive collateral.

Training

• Assist to register trainings and maintain training records for directors.

General

• ·Provide general administrative support to the Corporate Secretariat team.
• Perform other duties as assigned from time to time.

The selection process may take some time as we carefully consider each talent that comes our way.  Please note that we will only be in contact with successfully shortlisted candidates for the next phase of the recruitment process within 2-4 weeks. We truly appreciate your interest and always look forward to meeting great people who’d like to work with us!