Senior Secretary

The Role

This position will provide secretarial and administrative support to the Head of Department.

Job Responsibilities

1. Support & Calendar Management
   • Manage and coordinate calendars, meetings, logistics (venues, refreshments) for corporate events where required.
   • Handle travel arrangements, itineraries, and claims.
2. Stakeholder Coordination & Communication
   • Act as a key point of contact for internal and external stakeholders in a timely manner.
   • Facilitate communication and coordination across departments to support business operations and management requirements.
3. Documentation & Administrative Management
   • Prepare, compile, distribute, and maintain reports, presentation materials, meeting minutes, business correspondence, approval papers, and other documentation.
   • Manage lease documents and maintain tracking records for approvals, agreements, and related documentation.
   • Maintain proper filing systems, records management and staff-related listings (organisation charts, rosters)
   • Coordinate corporate gifting matters, gift declarations, festive initiatives, and staff engagement activities.
4. Expense, Claims & Approval Administration
   • Process and track approvals, claims, reimbursements, disbursements and expense-related matters, including business travel, entertainment, medical, and health screening expenses.
   • Ensure timely submission, accuracy, and compliance with internal policies and procedures.
5. Office Administration & Procurement
   • Oversee office operations and administrative support for the Centre Management Office (CMO) (office supplies, pantry provisions, equipment, software licenses).
   • Coordinate procurement processess (quotation requests, purchase requisitions, invoice processing, asset tracking, and disposal activities).
6. IT, Systems & Staff Administration
   • Coordinate onboarding and offboarding matters (system access, shared drives, folders, email groups, and IT-related requirements).
   • Liaise with IT on system (access reviews, software licenses, audits, and compliance requirements).
7. General Administrative Support
   • Support office events and staff engagement activities.
   • Perform reception coverage and  ad hoc duties as assigned.

Job Requirements

• Diploma / GCE ’A’ level / Private Secretarial Certificate.
• At least 7 years of secretarial and / or executive support experience.
• Trustworthy to handle confidential matters.
• Meticulous, organised and have good initiative.
• Proficient in MS Office.
• Good effective communication both verbal and written.
• Proficient at resolving issues and able to adapt to changes in planned workflow.
  
  #LI-SP