Associate/Analyst - Executive Secretary and Department Administrative Assistant, Group Operations Capability Centre

• Manage the Managing Director’s calendar, appointments and daily administrative needs.
• Coordinate meetings, conference calls, room bookings and workspace arrangements.
• Prepare agendas, materials, meeting minutes and action items, and circulate them promptly.
• Track meeting decisions and follow up on action items.
• Arrange travel, visas and itineraries, process claims, and maintain records.
• Support stakeholder lunches, skip-level sessions, offsites, conferences and other corporate engagement responsibilities.
• Manage communications and collaboration tools, including video conferencing, SharePoint and distribution lists.

• Maintain & refresh the filing systems of the dept, inventory-in-use by the staff (e.g. laptops, corporate mobile lines, door and turnstile Access, power-to-sign, corporate taxi services, etc.).
• Update internal organization charts & directories, and distribute as required.
• Drive onboarding / offboarding of the dept. staff.
• Manage training reminders to ensure timely completion by the staff.
• Assist project teams with calendar & conference rooms’ scheduling.

• Execute invoice-payments and corporate claims within timely manner, while ensuring compliance to approved budgets & governance requirements.
• Manage licenses for GOCC teams and conduct regular usage-monitoring as part of annual budgeting / forecasting.

• As department workplace champion, manage the various workspaces of the function (incl. renovation), and staff seating arrangements / allocations – in adherence to the staff work-from-home schedules.

• Manage end-to-end logistics for dept. engagement events & offsites, including venue-bookings & meal arrangements.
• Liaise with the vendors to ensure timely, accurately and meticulous end-to-end arrangements are made and delivered.
• Drive POP (People of Purpose) events and other People Engagement & festive arrangements.

• Act as dept’s Fire-warden and BCP (Biz Continuity Planning) coordinator and ensure timely completion of the necessary drills & BCP plans documentation.

• Minimum Experience: Minimum Diploma holder, with at least 5 years of secretarial and administrative experience. Experience working with senior management is preferred.
• Skills: Strong organizational skills, inventory management and filing, financials management, clear verbal and written communication, problem solving, and familiarity with standard office software (e.g. Microsoft Office 365)
• Attributes: Proactive, independent, meticulous, can multi-task, good time manaegment, reliability, commitment to confidentiality and decorum, high EQ.

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We offer a competitive salary and benefits package and the professional advantages of a dynamic environment that supports your development and recognises your achievements.

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