ROLE DESCRIPTION AND PURPOSE
- Provision of administrative support to department heads and team members.
- Communicate with the concerned department team members and other secretaries internally.
KEY RESPONSIBILITIES
- Manage diaries, arrange meetings and interviews, assist team heads on external conference/seminar registration.
- Screen email and ensure that the appropriate correspondences are passed to the relevant parties.
- Coordinate and organize departmental meetings, and conference calls including agendas and minutes where required etc.
- Liaise with travel agencies and service providers of the events. Make travel arrangements for the team and prepare expenses claims for Team Heads.
- Manage and maintain departmental e-files and monitor annual leave/ remote working schedule of relevant departments.
- Coordinate with other secretaries to perform departmental and shared administration roles including ordering of stationery and equipment, liaison with Admin dept, etc.
- Provide administrative support to the concerned department team members (prepare, file, and track all business-concerned expenses, gifts and ensuring all policied are complied).
- Assist in the on-boarding of new joiners, such as preparing new joiner orientation agenda.
- Back-up for other secretaries as required.
KEY INTERNAL / EXTERNAL RELATIONSHIPS
- Internal: Respective team heads and members, secretaries
- External: Vendor/services provider
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