Senior Secretary

The Role

This position will provide secretarial and administrative support to the Head of Department.

Job Responsibilities

1. Support & Calendar Management
   Manage and coordinate calendars, meetings, logistics (venues, refreshments) for corporate events where required. Handle travel arrangements, itineraries, and claims.
2. Stakeholder Coordination & Communication
   Act as a key point of contact for internal and external stakeholders in a timely manner. Facilitate communication and coordination across departments to support business operations and management requirements.
3. Documentation & Administrative Management
   Prepare, compile, distribute, and maintain reports, presentation materials, meeting minutes, business correspondence, approval papers, and other documentation. Manage lease documents and maintain tracking records for approvals, agreements, and related documentation. Maintain proper filing systems, records management and staff-related listings (organisation charts, rosters)Coordinate corporate gifting matters, gift declarations, festive initiatives, and staff engagement activities.
4. Expense, Claims & Approval Administration
   Process and track approvals, claims, reimbursements, disbursements and expense-related matters, including business travel, entertainment, medical, and health screening expenses. Ensure timely submission, accuracy, and compliance with internal policies and procedures.
5. Office Administration & Procurement
   Oversee office operations and administrative support for the Centre Management Office (CMO) (office supplies, pantry provisions, equipment, software licenses). Coordinate procurement processes (quotation requests, purchase requisitions, invoice processing, asset tracking, and disposal activities).
6. IT, Systems & Staff Administration
   Coordinate onboarding and offboarding matters (system access, shared drives, folders, email groups, and IT-related requirements). Liaise with IT on system (access reviews, software licenses, audits, and compliance requirements).
7. General Administrative Support
   Support office events and staff engagement activities. Perform reception coverage and  ad hoc duties as assigned.

Job Requirements

• Diploma / GCE ’A’ level / Private Secretarial Certificate.
• At least 7 years of secretarial and / or executive support experience.
• Trustworthy to handle confidential matters.
• Meticulous, organised and have good initiative.
• Proficient in MS Office.
• Good effective communication both verbal and written.
• Proficient at resolving issues and able to adapt to changes in planned workflow.