Executive Secretary - Toa Payoh

Reports To: General Manager

Role and Responsibilities:

As an Executive Secretary, you will be a key liaison between the senior management team and other stakeholders, ensuring effective communication and timely execution of tasks.

Job Responsibilities:

1. Provide high-level administrative assistance to the General Manager and senior leadership team, ensuring their schedules and responsibilities are managed efficiently.
2. Call Screening - Manage incoming calls to the General Manager’s office, screening and redirecting them as necessary to ensure effective use of time.
3. Calendar Management -Oversee and manage the General Manager’s calendar, ensuring appointments and meetings are efficiently scheduled and prioritized.
4. Document Preparation - Prepare presentations, agreements, letters, and memos in a timely and professional manner, ensuring high-quality output.
5. Documentation Management -Draft and prepare various forms of correspondence, including letters, memos, reports, and invoices, ensuring accuracy and professionalism in all communications.

1. Organize and attend Management Committee meetings on behalf of the executives.
2. Take detailed meeting minutes and ensure all relevant actions are followed up on promptly.
3. Manage all aspects of meeting logistics, including sending out notices, preparing necessary
4. documents, and distributing minutes to members.
5. Attend weekly, Head of Department (HOD), and ad hoc Management Committee meetings, providing necessary support and documentation as required.

1. Receive and review incoming communications on behalf of the senior staff. Prioritize
2. messages, summarize key points, and ensure appropriate distribution to relevant parties.
3. Correspondence Handling - Manage incoming and outgoing correspondence with a focus on confidentiality and efficiency, ensuring timely responses and action.

1. Maintain accurate and organized records, ensuring a smooth flow of administrative tasks and documentation across the office.
2. Undertake various other administrative duties as assigned by management, contributing to the overall efficiency of the office.

1. Execute the directions provided by the General Manager, ensuring all tasks are carried out in line with their expectations and timelines.

1. Foster and maintain positive working relationships with the Management Committee members and the broader Management Team, ensuring smooth collaboration and communication.

Others:

• Follow the workplace safety and health system, safe work procedures or safety rules implemented at the workplace
• Not engage in any unsafe or negligent act that may endanger yourself or others working around you
• Use personal protective equipment provided to you to ensure your safety while working. You must not tamper with or misuse the equipment

Any other duties as assigned by Management.

• Degree in Administration/Management
• 5-8 years of relevant experience
• Good Knowledge of different business functions
• Meticulous team player with excellent time management and accuracy
• Dependable and good team player
• Strong team player, results and service oriented, ability to deal with issues and challenges and provide practical solutions
• Good communication and interpersonal skills

Required Skills

Microsoft Words, Excel, PowerPoint and Microsoft Office