Secretary / Personal Assistant

• Provide support to the Head of Division/Department's team in urgent matters requiring management's attention.
• Maintain the general upkeep of the office, ensure office equipment is in workable condition at all times and manage the filing system.
• Control the purchase cost of office supplies and equipment through monitoring of usage to ensure no misuse of office supplies and equipment.
• Update the organization chart on a monthly/ad-hoc basis and submit it to the Human Resources Division.
• Plan and coordinate departmental functions and internal training.
• Assist in meeting preparation including:

1) Preparation of meeting materials including presentation slides for QSBMs, Monthly Management Committee meetings, Board of Director meetings and other ad-hoc meetings.

2) Communicating with departments/divisions and initiating research to provide quality materials to HOD/ senior managers and ensure that the Head of Division/ Department is briefed in advance of meetings.

• Process replies to internal and/or external parties using own initiative or as per management's instructions including:

1) Prioritising responses for incoming mails and routine enquiries

2) Reviewing incoming documents, ensuring proper process/workflow executed before HOD's sign off.

3) Raising enquiries whenever in doubt, ensuring sufficient supporting documents are provided.