About this role
<div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px"><b>The Role</b></H2> </div><div><p> </p> <p><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">This position will provide secretarial and administrative support to the Head of Department.</span></span></p> </div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px"><b>Job Responsibilities</b></H2> </div><div><ol> <li><strong>Support & Calendar Management</strong> <ul> <li>Manage and coordinate calendars, meetings, logistics (venues, refreshments) for corporate events where required.</li> <li>Handle travel arrangements, itineraries, and claims.</li> </ul> </li> <li><strong>Stakeholder Coordination & Communication</strong> <ul> <li>Act as a key point of contact for internal and external stakeholders in a timely manner.</li> <li>Facilitate communication and coordination across departments to support business operations and management requirements.</li> </ul> </li> <li><strong>Documentation & Administrative Management</strong> <ul> <li>Prepare, compile, distribute, and maintain reports, presentation materials, meeting minutes, business correspondence, approval papers, and other documentation.</li> <li>Manage lease documents and maintain tracking records for approvals, agreements, and related documentation.</li> <li>Maintain proper filing systems, records management and staff-related listings (organisation charts, rosters)</li> <li>Coordinate corporate gifting matters, gift declarations, festive initiatives, and staff engagement activities.</li> </ul> </li> <li><strong>Expense, Claims & Approval Administration</strong> <ul> <li>Process and track approvals, claims, reimbursements, disbursements and expense-related matters, including business travel, entertainment, medical, and health screening expenses.</li> <li>Ensure timely submission, accuracy, and compliance with internal policies and procedures.</li> </ul> </li> <li><strong>Office Administration & Procurement</strong> <ul> <li>Oversee office operations and administrative support for the Centre Management Office (CMO) (office supplies, pantry provisions, equipment, software licenses).</li> <li>Coordinate procurement processess (quotation requests, purchase requisitions, invoice processing, asset tracking, and disposal activities).</li> </ul> </li> <li><strong>IT, Systems & Staff Administration</strong> <ul> <li>Coordinate onboarding and offboarding matters (system access, shared drives, folders, email groups, and IT-related requirements).</li> <li>Liaise with IT on system (access reviews, software licenses, audits, and compliance requirements).</li> </ul> </li> <li><strong>General Administrative Support</strong> <ul> <li>Support office events and staff engagement activities.</li> <li>Perform reception coverage and ad hoc duties as assigned.</li> </ul> </li> </ol></div></div><div style="padding:10.0px 0.0px;border:1.0px solid transparent"><div style="font-size:16.0px;word-wrap:break-word"><H2 style="font-size:1.0em;margin:0.0px"><b>Job Requirements</b></H2> </div><div><p> </p> <ul> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Diploma / GCE ’A’ level / Private Secretarial Certificate.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">At least 7 years of secretarial and / or executive support experience.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Trustworthy to handle confidential matters.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Meticulous, organised and have good initiative.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Proficient in MS Office.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Good effective communication both verbal and written.</span></span></li> <li><span style="font-family:Arial, Helvetica, sans-serif"><span style="font-size:14.0px">Proficient at resolving issues and able to adapt to changes in planned workflow.<br><br><span style="color:white">#LI-SP</span></span></span></li> </ul></div></div></div>