Admin Executive

Job Description:

Provide high-level administrative support by handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. This includes support to Conrad executive managements and board members.

Duties
Executive Support:

·   Manage and monitor executives’ calendars, proactively anticipating scheduling needs, conflicts and meeting requirement.

·   Conserve senior management / board members time by routing correspondence; letters and documents; collecting and initiating telecommunications.

·   Schedule and coordinate meetings, boards sessions, and industry events, ensuring required materials, equipment, and hospitality services are arranged.

·   Handle confidential information with utmost discretion and professionalism.

·   Provide support on travel arrangement for the directors and senior management and their expense claims

Office Administration

·   Serve as the primary contact for all office-related matters including mail services, records storage, stationery, and other office supplies, office cleaning and facilities maintenance/repairs, and equipment inventory, introduce best practices where appropriate.

·   Handle office incoming phone calls.

·   Source, manage and review vendor services to ensure maximum efficiency.

·   Monitor and maintain a proper record of the Vendor Contract.

·   Provide support on travel arrangement for Singapore Staffs.

·   Provide administrative support that includes filing different documents and maintaining the confidentiality of the items.

·   Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.

·   Ensures operation of office equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.

·   Provide support on AGM and Board Meetings in Singapore.

·   Perform ad hoc assignments as requested by management.

Corporate Secretary:

·   Liaise and Co-ordinate with the Co Sec on the necessary filing documents i.e. share transfer and etc.

·   Liaise with the Co Sec on the updating of information.

Skills/Qualifications

.       A minimum of 1-2 years’ experience in a similar capacity. Fresh Graduate may be considered

·       Proficient in Microsoft office.

·       Able to work independently, have a good interpersonal and communication skill.

·       Have a good time management skill, well organised and eye for details.

·       Excellent organisational and multi-taskingabilities.