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- 12 months contract
- Work location: Depot Close
- Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
- Manage appointments scheduling, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.
- Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.
- Provides general administrative support as needed, including photocopying, faxing, and mailing documents.
- Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
- Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.
- Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
- Manages all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in expense management system, managing travel budgets, and addresses last-minute changes and emergencies. Also Includes site visit coordination: agenda planning in coordination with local site leads, event logistics (venue selection, rooming options, catering, and A/V needs).
- Set up logistics and send out communications for virtual and/or in-person meetings, including assisting with creating the agenda, conference room setup, ordering/setting up catering, external dinners and/or team building events.
- Maintain professionalism and strict confidentiality with all materials.
- Drive operational efficiencies through development of repeatable processes and utilization of productivity tools (i.e. Teams, Smartsheet, etc.)
- Act as the delegate for the Directors in specific company systems including HR, procurement, and recognition systems.
- Maintain updated org charts and distribution lists.
- Assist with onboarding new employees/interns, purchasing items, and creating purchase orders in accordance with company procurement policies.
- High school education or equivalent; some college levele ducation highly preferred.
- Minimum of 7 plus years general administrative experience, or equivalent combination of experience and college level education.
Peoplebank Singapore Pte Ltd, EA Licence Number: 08C5248.