HOW YOU WILL CONTRIBUTE AND LEARN?

General Duties:

• Provide a full range of secretarial support to Division Head as well as administrative support to the Division.

• Plan and maintain the daily business schedule of Division Head by effectively prioritising and coordinating internal and external meetings.

• Handle incoming correspondence, phone enquiries and filing for Division Head effectively and efficiently.

• Categorise, file, maintain and retrieve when needed all personal and strictly confidential matters for the Division Head and ensure proper filing of all documents for future easy retrieval.

• Assist with business trip arrangement and expense claims for Division Head

• Handle office cost budget management. 

• Provide project coordination as and when required.

• Undertake any other duties/assignments as directed by the Division Head.

Committee Coordination:

• Responsible for coordinating Committee Meetings, including, but not limited to, meeting date planning and availability checks, agenda collation, maintaining Members’ attendance records, preparing paper and minutes, and facilitating meetings in a physical, online, or hybrid format.

• Provide secretarial and administrative assistance to Division Head on seeking Committee Members’ approvals by circulation and proper record keeping of such formal approvals.

• Draft emails for Members’ communications and minutes of meetings.

• Liaise with Internal Audit on compliance reviews of Committee related matters when necessary. 
   

WHO ARE WE LOOKING FOR?

• University graduate preferably in the discipline of Human Resources Management, Business Administration, Company Secretarial or equivalent
• Minimum 4 years’ relevant experience as secretary or administrative support to senior management
• Experience in Board/Committee administration would be a definite advantage.
• Proficient in MS Office applications including PowerPoint, Word & Excel.
• Excellent interpersonal and communication skills with good command of spoken and written English
• Attentive to details, strong sense of responsibility and able to work independently.
• Mature and self-motivated with strong administrative and organising ability supported with problem solving skills.