Secretary - Urgent Hire

The Secretary is to project a polite and professional front at the office when dealing with the Board, fellow employees and visitors. She is to ensure that the various office administration process and systems are efficiently and effectively managed and the office is properly maintained.

Responsibilities:

Personal Assistant Support to Group CEO and Group CFO:

• Provide comprehensive support in all secretarial and administrative functions;
• Calendar management including scheduling of meetings and coordination with external parties; and
• Assist in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations.

Senior Managment / HQ Department Support:

• Support the senior management and HQ team in secretarial and administrative functions, including scheduling of meetings and coordination with external parties;
• Assist senior management in travel arrangements such as booking flights, cars, and making hotel and restaurant reservations; and
• Arrange and coordinate Board, committees and departments meetings, including preparing of any board pack documents. 

Internal / External Meetings:

• Manage meetings rooms bookings, refreshments and cleanliness;
• Greet and receive guests and provide refreshments to guests; and
• Organise refreshments and or meals for internal and external meetings, including procuring meals and preparing drinks.

Office Administration:

• Generate reports, transcribe minutes from meetings, and create presentations, when required;
• Handle office tasks and provide clerical support such as scanning, faxing, copying, filing, compiling and generating reports/presentations;
• Act as an office manager in handling office/pantry related issues including IT / telecommunications / cleaning supplies / equipment and services, and liaising with internal / external parties for all office related matters;
• Manage mailroom, courier services and driver scheduling;
• Screen phone calls and route callers to the appropriate party;
• Assist with any ad-hoc duties assigned. 

Others:

• Maintain polite and professional communication via phone, e-mail, and mail; and
• Any other matters when required by Management.

Requirements:

• Recognized Private Secretarial Certification or Diploma
• Prior administrative experience.
• Good computer and Microsoft Office skills (Outlook, Word, Excel and PowerPoint).
• Good organisation skills and able to multi-task, prioritise projects and work under tight timeline.
• Organised, neat and pays attention to detail.
• Team player with positive attitude.
• Good interpersonal skills and proactive.
• Willingness to learn and acquire new skills to improve job efficiency and effectiveness.