Administrative Assistant

We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Singapore admin team to support multi-function teams (approx. 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.

Responsibilities

• Coordinating & scheduling internal/external meetings -Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
• Maintaining calendars Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global organisation calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up &running of the meetings. Preparation of any travel agendas and meeting materials.
• Video/audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements Process expense reports through the Concur system; monitor and track managers expenses until reimbursement; Reconcile monthly credit card statements to all expenses ontime
• Filing and organizing administrative paperwork
• Invoicing

Position Requirements

• 3 to 5 years of experience for the Administrative Assistant role will be considered, while those with more extensive experience may be considered for the Senior Administrative Assistant position.
• Highly organised with effective time management skills and attention to detail
• Computer literate
• Demonstrate above-average interpersonal communications
• Possess the ability to work effectively with others
• Demonstrate proficiency with technological tools
• Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
• Foster a sense of teamwork, assisting others when needed/required

We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Singapore admin team to support multi-function teams (approx. 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.

Responsibilities

• Coordinating & scheduling internal/external meetings -Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
• Maintaining calendars Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global organisation calendars and local calendars are consistent
• Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up &running of the meetings. Preparation of any travel agendas and meeting materials.
• Video/audio conference setup among global offices
• Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
• Expense reports and reimbursements Process expense reports through the Concur system; monitor and track managers expenses until reimbursement; Reconcile monthly credit card statements to all expenses ontime
• Filing and organizing administrative paperwork
• Invoicing

Position Requirements

• 3 to 5 years of experience for the Administrative Assistant role will be considered, while those with more extensive experience may be considered for the Senior Administrative Assistant position.
• Highly organised with effective time management skills and attention to detail
• Computer literate
• Demonstrate above-average interpersonal communications
• Possess the ability to work effectively with others
• Demonstrate proficiency with technological tools
• Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
• Foster a sense of teamwork, assisting others when needed/required