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Open nowPosted 15 days ago

Admin cum Personal Assistant

MyCareersFuture94,028 open roles

Pay
SGD 3,000 – SGD 3,800 a month
Where
Central, Singapore
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Your applicationOpen nowAdmin cum Personal AssistantMyCareersFuture · Central, Singapore

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The clock on this job

Early applications get read.

7.7% of postings close within 7 days. Measured by our own scanner across the market.

Share of postings closed within
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  2. 3.3%3 days
  3. 7.7%7 days
  4. 14.0%14 days
  5. 33.7%30 days
This job: posted 15 days ago

The posting

Introduction / Job Summary

This role will support Office Manager in the office administration including the receptionist duty and provide an effective and efficient administration support to the Managing Director - Asia, including calendar management, expense claims, events and travel arrangements.

Job Responsibilities

1. Office Administration

  • Support Office Manager in office administration and receptionist duties including event management.
  • Manage the front desk reception area.
  • Answer, screen and forward incoming calls to the right personnel and department.
  • Visitor management, attending visitors in a professional and friendly manner.
  • Receive deliveries and mail, organize them to be distributed to the correct recipients and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup (local and international).
  • General housekeeping, purchasing and inventory of pantry and office supplies, and ensuring that supplies are always inventoried, ordered, stocked, and always kept tidy.
  • Manage meeting room bookings, coordination of meeting arrangement and events.
  • Coordinate office equipment maintenance, repair, and replacement with third-party vendors.
  • Data entry and documents filing.
  • Support Office Manager to liaise with building management on facilities issues as required.
  • Handle travel arrangements including flight bookings, hotel reservations, visa application, etc. for travelers and visitors.
  • Administration of all access passes for employees including new joiners and visitors.
  • Organizing seating arrangements for overseas visitors and new joiners.
  • Ordering and maintaining office supplies.
  • Provide general administrative support for the office.
  • Any other ad-hoc and related duties assigned.

2. Personal Assistant

  • Responsible for the schedule management and arrangement of the Director and senior leadership, including schedule, work arrangement, preparation of various documents, preparation of various items, data management, expense reimbursement, etc.
  • Act as the primary point of contact for the Director, managing the Director’s calendar, emails, and phone calls, and handling inquiries and requests with professionalism and efficiency.
  • Coordinate and schedule meetings, conferences, and appointments for the Director, proactively remind the Director of events on the calendar, take initiative to ensure pre-preparation of the appropriate documents and materials and resources for upcoming meetings and appointments.
  • Take minutes during meetings, ensuring accurate recording of discussions, decisions, and action items, follow up on all agreed follow-up action plans and timelines.
  • Draft, prepare or edit letters, correspondences, reports, and materials for meetings where necessary.
  • Research, arrange and organize all travel arrangements – visas, flights, hotels, restaurants, travel itinerary.
  • Conduct research and gather information on various topics as requested by the Director, compiling and organizing data in a presentable format.
  • Prepare business presentations utilizing advanced functions ofPowerPoint, Word, Excel, and/or any other office productivity tools.
  • Engage with the leadership team, employees, management and other stakeholders on behalf of the Director.
  • Maintain strict confidentiality and interact professionally.
  • Maintain a systematic filing of records and safekeeping of different kinds of documents.
  • Any other ad-hoc and related duties assigned.

Essential experience, knowledge, Skills and abilities

  • Minimum 3 years of relevant experience in Secretary, PA, Admin role.
  • High levels of integrity and ability to handleconfidential information.
  • Ability to communicate effectively with various stakeholders.
  • Good initiative, well organized, meticulous and able to work independently.
  • Excellent interpersonal, networking, and communication skills.
  • Organized, meticulous, and has a good sense of time management.
  • Good knowledge of Excel, PowerPoint and ability to quickly adapt to new software and tools.
  • Proactive and problem-solving attitude.
  • Positive attitude and mindset, high interpersonal skill with problem solving.

Additional job information

  • Full time
  • Minimal Travel Required

What We Offer

  • Excellent corporate culture
  • Friendly and supportive team
  • Working with multinational and multicultural team
  • Fun working environment
  • Career development and opportunity
  • Open and transparent communication

At Brunel, we have built a truly sustainable and durable business model: connecting specialists to exciting career opportunities, supporting the development of these careers, and offering fair and equal employment.

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