Secretary - Part-Time

Secretarial support duties

·        Manage the management’s agendas, schedules, and appointments; assess and prioritize invitations;

·        Coordinate meetings with Singapore authorities; arrange in-person and online appointments;

·        Receive visitors, screen and handle telephone calls and written inquiries with poise;

·        Assist with official correspondence, including the drafting of meeting notes;

·        Maintain filing systems for electronic and hard copy documents, and the company’s official contact list;

·        Proactively plan and coordinate the management staff’s official travel;

·        Support high-level and official visits, prepare agendas, and provide on-site assistance;

·        Oversee the organization and coordination of events;

·        Manage VIP room and airport pass requests, immigration facilitation, and VIP reception logistics;

·        Prepare and serve beverages for official guests, including clearing and washing up;

·        Any ad hoc duties as deemed appropriate.

Office management and administration

·        Prepare meeting notes and serve as liaison between the company and all Singapore authorities;

·        Handle all administrative matters related to the arrival and departure of executives;

·        Manage logistics, customs, and administrative matters of the company;

·        Oversee office equipment, stationery and supplies;

·        Oversee maintenance of the management’s office and family; manage logistics and courier requirements;

·        Any ad hoc administrative duties as deemed appropriate.

Accounting

·        Record accounting transactions (revenue, expenditure, transfers);

·        Ensure the regularity and accuracy of the accounting;

·        Ensure compliance with the directives of the company’s policies and regulatory requirements;

·        Prepare reports as required;

·        Maintain complete and accessible documentation for the various administrative services.

Qualifications and Attributes.

• You should possess at least a diploma qualification, with proven experience in a secretarial, executive assistant, or protocol-related role.
• You should have excellent written and verbal communication skills in both English and Mandarin Chinese to deal with our Chinese counterparts; proficiency in French would be a strong advantage.
• You should demonstrate a high level of discretion, reliability, and professionalism.
• You should possess strong organizational skills and the ability to manage multiple priorities effectively under pressure.
• Familiarity with diplomatic customs, protocol practices, and formal correspondence formats would be a distinct advantage.
• You should be proficient in standard office software, including the MS Office suite and digital filing systems.

This is a one year contract, renewable upon mutual agreement.