Executive Secretary - Singapore - BASF South East Asia Pte. Ltd.

BASF South East Asia Pte. Ltd.

Verified Company

Singapore

1 week ago

Posted by:

Wei Jie

beBee Recruiter

Objectives

Support the Senior Executives of the business unit with basic secretarial and administrative support
Assist Senior Executives on travel, scheduling, and other tasks (sometimes confidential in nature)
Support other regional teams' administrative duties and communication

Responsibilities

Office & Administrative Support

Oversee and manage independently the overall daily division operation in office administration in terms of IT/Admin/Finance procedures.
Coordinate and work with assistants in all administrative arrangements for office projects/team activities and provide one stop contract with internal and external communication regarding company activities.
Check and upkeep department's general supplies and stationery regularly.
Handle daily incoming mail/DHL distribution.

Logistics Support for business meetings and travel

Prepare meetings, workshops, conferences etc. by providing logistics services (e.g. venue selection, invitations, agenda, participants' confirmations, hotel reservations), including assistance in preparing documents. May need to attend such meetings to take notes, minutes and prepare reports
Prepare and submit travel expenses statement as requested

Correspondence

Preparation of documents & Information handling

Prepare the presentation materials and correspondence as requested by the Supervisor
Collect, summarize and compile relevant business data into reports
Handle confidential information, files, documents, materials to ensure information security for proper use
Establish and maintain a proper filing/ database system for easy retrieval and accurate documentation to facilitate information flows
May need to attend meetings, seminars, conference, etc. to take notes, minutes and prepare reports

Other responsibilities

Assist in orientating new staff joining the department or unit whenever required.
Coordinate with Finance and Accounting department for invoice payment, expenses reimbursement, budget consolidation and analysis
Work closely with all senior managers within the business unit and other departmental heads
Assist in Company policy and procedures implementation.

Requirements:

Minimum GCE A level/Diploma in Business Administration/Management
Minimum 5 years of relevant work experience, preferably from MNC environment
Tech savvy for daily office operations, communication, and virtual meetings setup
Good organizational, communication and interpersonal skills
Able to handle sensitive and confidential information discreetly and prioritize tasks
Proactive team player, mature, patient, flexible and able to work independently