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 setup and organizing catering when necessary) are prepared in advance.
- Prepare agendas, attend meetings, and transcribe correspondence from handwritten notes as and when needed.
- To followup 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, inhouse 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.
- 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 adhoc duties.
JOB REQUIREMENTS
- Minimum A level/ Diploma/ Degree in Business Administration or equivalent is required.
- Minimum 5 years of PA experience working with Clevel executives in order to understand the job requirements.
- Excellent communication skills (written and verbal).
- Detail oriented to ensure accuracy and quality across.
- Creative problemsolving and able to handle pressure and fast turnarounds.
- Must demonstrate a cando attitude.
- Ability to work independently with mínimal 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.
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