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job details

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    job details
    12 months contract stunning office in raffles place Immediate position

    about the company

    A renowned banking client located in Raffles place is in search for an Executive Secretary to learn and grow in a fast-paced environment. about the role reporting to the Director your role not limited and as follow • Coordinate calendars and schedules to ensure effective time management and prioritization of engagements where necessary.• Own the setup of meetings across multiple time zones, booking of rooms and ensuring audio / video facilities runs smoothly prior to meeting commencement
    • Own the organization of events / offsites by booking rooms or venues and coordinating F&B requirements so that events run without disruption.
    • Prepare materials for internal and external mandates e.g., presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
    • Establish rapport and trust to be able to handle extensive telephone and email correspondence on the senior manager’s behalf.
    • Facilitate the senior management's travel plans, including planning and booking detailed travel itineraries (flights, hotels, visas, related COVID entrance requirements and related building accesses), organizing travel meetings and prompt reimbursement of travel expenses.
    • Prepare and submit expense claims promptly and accurately including corporate AMEX card and cash expenses for reimbursement.
    • Coordinate office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense / invoice processing in a timely manner.
    • Coordinates on-boarding of new employees and contractors to minimize set-up time.
    • Work well with other personal assistants where necessary to ensure support needs are covered during e.g., short-term absence.
    • Provide administrative support for project work and ad hoc activities when necessary.
    • Coordinate and manage departmental documents, team leave schedule, and various system accesses
    • Maintain the department deal log which lists clients, deal team members, meeting dates, status description and other necessary notes
    • Own and manage the organization of APAC Quarterly Townhouses, including confirmation of identified speakers and other programmatic details
    • Own and manage the logistical details for the Annual Asia Conference on behalf of the client
    • Support management team on reviewing and editing communications documents (e.g., quotes for media articles, internal deal alerts) and work with communications staff on associated logistics
    • Work with communications team to support external communications vis-à-vis department credentials
    • Interest in getting operationally involved in the workflow of the department, demonstrated through interest in learning about client engagements, understanding the purpose/functions of the department and curiosity to conceptually understand department financing

    skills and experiences required
    • Interest in learning and getting involved in operational work that expands the boundaries of traditional personal assistant functions
    • Proven administrative experience in a similar role, assisting senior management.
    • demonstrating a passion for quality and attention to detail.
    • Good organizational skills and the ability to prioritize workflow, demonstrating flexibility when handling multiple tasks.
    • Ability to meet with clients and communicate with them with confidence.
    • Demonstrated ability to work well under pressure in a fast-paced environment.
    • Proven ability to drive assignments autonomously and interact self-confidently with senior management, demonstrating resilience.
    • Excellent computer skills, email application and basic experience of working with databases.
    • Ability to work well in virtual teams in matrix organizations.
    • Ability to be proactive, adapt to changes and has a positive outlook on feedbacks given by others

    Applicants must be fully vaccinated or have a valid exemption in accordance with MOM’s regulations to allow them to enter the workplace. Applicants may be required to share verifiable COVID-19 vaccination documents or proof of a valid exemption at the point of offer. Randstad Pte. Limited and/or the Client reserves the right to withdraw an offer if the applicant fails to provide verifiable COVID-19 vaccination and/or proof of exemption documents. To apply online, please click on the appropriate link.

    EA: 94C3609 / R1110392

    12 months contract stunning office in raffles place Immediate position

    about the company

    A renowned banking client located in Raffles place is in search for an Executive Secretary to learn and grow in a fast-paced environment. about the role reporting to the Director your role not limited and as follow • Coordinate calendars and schedules to ensure effective time management and prioritization of engagements where necessary.• Own the setup of meetings across multiple time zones, booking of rooms and ensuring audio / video facilities runs smoothly prior to meeting commencement
    • Own the organization of events / offsites by booking rooms or venues and coordinating F&B requirements so that events run without disruption.
    • Prepare materials for internal and external mandates e.g., presentations, spreadsheets, management reports, agendas to a professional standard, maintaining attention to detail
    • Establish rapport and trust to be able to handle extensive telephone and email correspondence on the senior manager’s behalf.
    • Facilitate the senior management's travel plans, including planning and booking detailed travel itineraries (flights, hotels, visas, related COVID entrance requirements and related building accesses), organizing travel meetings and prompt reimbursement of travel expenses.
    • Prepare and submit expense claims promptly and accurately including corporate AMEX card and cash expenses for reimbursement.
    • Coordinate office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense / invoice processing in a timely manner.
    • Coordinates on-boarding of new employees and contractors to minimize set-up time.
    • Work well with other personal assistants where necessary to ensure support needs are covered during e.g., short-term absence.
    • Provide administrative support for project work and ad hoc activities when necessary.
    • Coordinate and manage departmental documents, team leave schedule, and various system accesses
    • Maintain the department deal log which lists clients, deal team members, meeting dates, status description and other necessary notes
    • Own and manage the organization of APAC Quarterly Townhouses, including confirmation of identified speakers and other programmatic details
    • Own and manage the logistical details for the Annual Asia Conference on behalf of the client
    • Support management team on reviewing and editing communications documents (e.g., quotes for media articles, internal deal alerts) and work with communications staff on associated logistics
    • Work with communications team to support external communications vis-à-vis department credentials
    • Interest in getting operationally involved in the workflow of the department, demonstrated through interest in learning about client engagements, understanding the purpose/functions of the department and curiosity to conceptually understand department financing

    skills and experiences required
    • Interest in learning and getting involved in operational work that expands the boundaries of traditional personal assistant functions
    • Proven administrative experience in a similar role, assisting senior management.
    • demonstrating a passion for quality and attention to detail.
    • Good organizational skills and the ability to prioritize workflow, demonstrating flexibility when handling multiple tasks.
    • Ability to meet with clients and communicate with them with confidence.
    • Demonstrated ability to work well under pressure in a fast-paced environment.
    • Proven ability to drive assignments autonomously and interact self-confidently with senior management, demonstrating resilience.
    • Excellent computer skills, email application and basic experience of working with databases.
    • Ability to work well in virtual teams in matrix organizations.
    • Ability to be proactive, adapt to changes and has a positive outlook on feedbacks given by others

    Applicants must be fully vaccinated or have a valid exemption in accordance with MOM’s regulations to allow them to enter the workplace. Applicants may be required to share verifiable COVID-19 vaccination documents or proof of a valid exemption at the point of offer. Randstad Pte. Limited and/or the Client reserves the right to withdraw an offer if the applicant fails to provide verifiable COVID-19 vaccination and/or proof of exemption documents. To apply online, please click on the appropriate link.

    EA: 94C3609 / R1110392