Personal Assistant
Posting Date : 13 Nov 2020 | Close Date :13 Dec 2020
 


Responsibilities:

·       General administrative work, PA may be in charge of scheduling meetings, taking minutes during sessions, maintaining databases and producing reports or presentations for executive leadership.

 

 

Secretarial Support

·       Provide full spectrum of secretarial & administrative support to the Vice President with day to day functions

·       Extensive calendar management and scheduling for VP’s meetings with HQ and various counterparts in all over Asia Pacific, Europe, America, Middle East, Russia etc. considering different time zones via Telco, Teams, Skype and VC

·       Complex travel arrangements and detailed travel itineraries including travel visa applications for VP

·       Hotel reservations, transfers and car rentals for overseas business trips

·       Acting as the point of contact between the executives and internal or external colleagues

·       Organising meetings and booking meeting rooms

·       Handling correspondence directed to managers

·       Taking dictation and minutes and writing them up subsequently

·       Producing reports and presentations

·       Maintaining the current filing and database system, and looking for ways to improve current systems and conduct 4 eye principle on Regional IT purchases

·       Submission of travel requests and expenses claims for VP

·       Any other ad-hoc duties assigned

 

 

Administrative Support

·       Procurement requests in finance system for department’s purchases

·       Ensuring all IT equipment are set up and headset/ speaker procured for associates

·       Maintaining and updating of department’s Inventory/Asset list

·       Ensuring office areas, equipment and meeting rooms are in order

·       Assist with any office expansions and renovations / liaising with vendors and contractors

·       Updating of seating plan and seat allocations for new joiners/ partners

·       Uploading of contracts in the Contract Management System

·       Verify travel requests in the Concur system

·       Receiving of guests and requesting office access during guests’ visits

·       Support with logistics arrangement for events; summit, conferences, workshops & trainings (local & overseas)

·       Broadcasting New Joiners Communications to APAC regions

·       Maintaining of APAC Region Intranet

·       Updating / Maintaining of Local Digital TV notice board; medias, broadcasting announcements for visitors

 


Requirements:

 

·       Diploma / Bachelor’s Degree or equivalent combination of education and experience

·       5 years of PA experience.

·       Well versed in Microsoft Office / Office 365 applications

·       Fluent in English, both written and spoken

·       Ability to be discreet when dealing with confidential or sensitive matters

·       Experience working in multi-national company with different cultural backgrounds

·       Able to work independently and versatile

·       Good working ethics, committed and with high integrity

·       Meticulous with eye for details

·       Excellent organisational skills

·       Perform all tasks using independent judgement and discretion

·       Ability to meet required datelines effectively with good time management skills

 

 


Sub Specialization : Secretary;Any
Type of Employment : Contract
Minimum Experience : 5
Work Location : Singapore
   
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