Secretary

Secretarial support duties

· Manage the management’s agendas, schedules, and appointments; assess and prioritize invitations;

· Coordinate meetings with Singapore authorities; arrange in-person and online appointments;

· Receive visitors, screen and handle telephone calls and written inquiries with poise;

· Assist with official correspondence, including the drafting of meeting notes;

· Maintain filing systems for electronic and hard copy documents, and the company’s official contact list;

· Proactively plan and coordinate the management staff’s official travel;

· Support high-level and official visits, prepare agendas, and provide on-site assistance;

· Oversee the organization and coordination of events;

· Manage VIP room and airport pass requests, immigration facilitation, and VIP reception logistics;

· Prepare and serve beverages for official guests, including clearing and washing up;

· Any ad hoc duties as deemed appropriate.

Office management and administration

· Prepare meeting notes and serve as liaison between the company and all Singapore authorities;

· Handle all administrative matters related to the arrival and departure of executives;

· Manage logistics, customs, and administrative matters of the company;

· Oversee office equipment, stationery and supplies;

· Oversee maintenance of the management’s office and family; manage logistics and courier requirements;

· Any ad hoc administrative duties as deemed appropriate.

Accounting

· Record accounting transactions (revenue, expenditure, transfers);

· Ensure the regularity and accuracy of the accounting;

· Ensure compliance with the directives of the company’s policies and regulatory requirements;

· Prepare reports as required;

· Maintain complete and accessible documentation for the various administrative services.

Qualifications and Attributes.

• You should possess at least a diploma qualification, with proven experience in a secretarial, executive assistant, or protocol-related role.
• You should have excellent written and verbal communication skills in both English and Mandarin Chinese to deal with our Chinese counterparts; proficiency in French would be a strong advantage.
• You should demonstrate a high level of discretion, reliability, and professionalism.
• You should possess strong organizational skills and the ability to manage multiple priorities effectively under pressure.
• Familiarity with diplomatic customs, protocol practices, and formal correspondence formats would be a distinct advantage.
• You should be proficient in standard office software, including the MS Office suite and digital filing systems.

This is a one year contract, renewable upon mutual agreement.