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- Calendar Management & Meeting Coordination
- Manage GCHRO's calendar, including scheduling of appointments and meetings.
- Coordinate with internal and external parties to ensure all meeting arrangements are in place.
- Arrange for meeting facilities, equipment, and any other logistical needs.
- Prepare meeting materials, disseminate meeting agendas and relevant documents, and write meeting minutes.
- Communication and Correspondence
- Screen and manage phone calls, emails, and other forms of correspondence on behalf of the GCHRO.
- Draft, edit, and proofread emails, memos, reports, and other documents as requested.
- Ensure timely and accurate dissemination of information to relevant parties.
- Information Management
- Keep confidential files, documents, and records organized and accessible in a proper filing system
- Conduct research, collect data, and prepare reports as required.
- Handle sensitive information with utmost discretion and confidentiality.
- Relationship Management
- Establish and maintain positive working relationships with internal and external stakeholders.
- Act as a go-between for the GCHRO and internal/external contacts.
- Others
- Manage business travel and accommodation arrangements.
- Manage all claims (e.g., business travel claims, expenses and medical).
- Participate in ad-hoc projects or duties as assigned.
- Assist in the planning and execution of departmental events such as bonding activities charity carnival, office relocation etc.
- Manage the department's fixed assets (e.g., laptops), office equipment and inventory such as stationery.
- Oversee office housekeeping and ensure workplace safety and health.
- Assist with any other office administrative duties.
- Diploma in Business Studies/Administration/Management or Private Secretariat Certificate or related fields
- Minimum 5 years of secretarial experience to Senior Management or in a similar role
- Proficiency in Microsoft Office
- Strong interpersonal skills with the ability to work as part of a team and independently, cross-functional collaboration and stakeholder management
- Meticulous, resourceful, and pro-active
- Excellent organizational skills, ability to multi-task and forward-thinking
- Excellent verbal and written communication skills