personal assistant - Singapore - TJ INFOTECH PTE. LTD.

Description

The Personal Assistant will be providing comprehensive administrative and secretarial support to CCOO. The Personal Assistant will be responsible for managing the day-to-day administrative and secretarial tasks and providing proactive support to CCOO. The incumbent will report to CCOO.

JOB DESCRIPTION

• Providing full administrative support and secretarial assistance to CCOO.
• Proactively contribute to the management of CCOO's calendar including organizing appointments, meetings, send reminders or notice of meeting cancellation or changes taking and prioritizing the most sensitive matters.
• Coordinate and schedule meetings, workshops, conferences, seminars, events for CCOO, ensuring all relevant information, documents and resources (equipment set-up and organizing catering when necessary) are prepared in advance.
• Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes as and when needed.
• To follow-up with all actions required after meeting and ensure all required action are carried out and no deadlines are missed.
• Coordinate and liaise with other Personal Assistants on onsite meetings, luncheons, in-house events, etc when required.
• Welcoming visitors for meetings and events and promoting professional image of the organization.
• Making phone calls in a polite and professional manner on behalf of CCOO to stakeholders to follow up on tasks when required.
• Assist the team in the timely management of communications; including written, telephone, email, and voicemail.
• Compose and edit letters, documents, emails, etc and ensure follow-up with those that require answers, responses, and written replies.
• Prepare simple spreadsheets & powerpoint slides when required.
• Assist in compiling data on suppliers/brochures/conference summary documents and etc.
• Conduct research and gather information on various topics as requested by CCOO, compiling and organizing data in a presentable format.
• Maintain comprehensive, efficient and accurate filing system of all documents.
• Manage and coordinate travel, accommodation, transportation, etc.
• Spend time and become familiar with all aspects of the business to follow up better with Suppliers, etc.
• To travel overseas with CCOO if required occasionally.
• Cover other team members when one is on leave / away from the office.
• Any other ad-hoc duties.

JOB REQUIREMENTS

• Minimum A level/ Diploma/ Degree in Business Administration or equivalent is required.
• Minimum 5 years of PA experience working with C-level executives in order to understand the job requirements.
• Excellent communication skills (written and verbal).
• Detail oriented to ensure accuracy and quality across.
• Creative problem-solving and able to handle pressure and fast turnarounds.
• Must demonstrate a can-do attitude.
• Ability to work independently with minimal supervision.
• Demonstrate highest level of ethics and ability to maintain confidentiality at all times with all situations and documentation.
• Demonstrate strong knowledge of Microsoft Office and Mac OS.
• Experience working as a flight stewardess will be advantageous.