Administrative Executive (For Senior Management) - Woodlands

Job Overview:

Provides secretariat assistance to the Chief Executive and supports Senior Management in administration tasks, as detailed below.

Job Responsibilities:

• Responsible for all secretariat tasks for the Chief Executive (CE), including proper documentation & filing of CE’s paperwork, managing CE and Senior Management’s schedule.
• Take charge of the corporate level minutes-taking that involves CE and Senior Management, for the routine meetings and any ad-hoc meetings whenever the need arises.
• Provide administrative support for CE and Divisional Directors including processing claims, and any other administrative tasks.
• Coordinate CE’s leave application/approval and her out-of-office notice with the internal departments.
• Assist CE and the senior management in coordinating and communicating with the offices of senior management of MHA, SPF, and SCDF, and any other government institutions or corporate partners.
• Assist CE and senior management to coordinate and monitor the management of special projects (e.g. Corporate Review).
• Assist CE in the management of Committees and Corporate VIPs/Guests, including planning and coordination of guest invitation to corporate events, keeping and updating of Volunteers’ records, liaising with MHA/PNSD/NSPD in regard to NSmen’s rank/status.
• Assist the senior management in the coordination of legal matters, including liaison with appointed lawyers and general coordination.
• Assist CE in coordinating and communicating with the offices of the Management Committee from the related authorities, whenever required.
• Coordinate, implement, and take minutes for corporate meetings (e.g., Management Committee Meeting, Manager’s Meeting, Annual General Meeting); under the guidance of the Director (Corporate Services). Duties include coordinating with attendees, preparing and distributing briefs, collating and disseminating reports/proposals, and maintaining timely updates and proper filing.

Job Requirements:

• Proven work experience as a personal assistant
• Knowledge of office management systems and procedures
• MS Office and English proficiency
• Outstanding organizational and time management skills
• Excellent interpersonal and verbal/written communications skills
• Meticulous and able to work independently
• Discretion and confidentiality