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About the Role
Responsible for providing secretarial / administrative support to executives
Role And Responsibilities
- Provide comprehensive secretarial and administrative support to the EXCO member, by dealing with work of a highly confidential nature and plan proactively in ensuring efficient time management of the EXCO.
- Handle scheduling and coordinating meetings/appointments of EXCO member, Coordinate/Liaise with Group Office personnel and EXCO's direct reports
- Support overall division and departmental admin duties and general operational maintenance
- Accurately maintain and monitor diaries
- Prepare documents, reports and presentations
- Handle and screen phone calls and answer queries/complaints
- Handle meeting/teleconference/video conference arrangement
- Handle filing and maintain proper records
- Ensure contact details and relevant information in Microsoft Outlook or other platform when advised, is updated to TECH on regular basis (i.e. monthly/regularly/when needed)
- Ensure materials and equipment including work station, desktop/laptop, phone lines, phone (if applicable), stationery, access to local or group mails/portals/folder, etc. for new joiners (new recruits and transferees) are prepared properly prior to joining and for existing employees are adequate and functional
- To housekeep Crown records that have exceeded 7 years retention period and send for destruction accordingly.
- To act as BCP Coordinator for the department.
- To collate Division reports that requires EXCO approval (eg. Call tree test results).
- To render administrative support to other department of the Division when required.
- To render support and assistance to SLTs/NGF+ champions/Vitality champions / HR/Corporate Security/REI for department engagement activities or where matters are required.
- To handle/oversee all meeting rooms at L28.
- Assist EXCO in handling travel and accommodation arrangements for local and foreign visitors handle expense claims and handle payment matters.
- Perform ad-hoc projects and tasks when required
Job Requirements
Education : Diploma in business studies, secretarial and or its equivalent qualification
Work Experience : At least 5 years of experience as Executive Secretary for senior management
Other skills : Proficiency in Microsoft Office, effective verbal and written communication skills.
