PA and Office Administrator

PA and Office Administrator

About the Job

Confidential Personal Assistant to the CEO and COO.
Ensure smooth office administration, and a conductive office-work environment to all office users.

Duties and Responsibilities

• Provide full-time P&C (Private & Confidential) Personal Assistant support to the (on-site) COO/CTO and in parallel, separately provide P&C Personal Assistant support to the (off-site) CEO whenever needed.
• This includes maintenance of meeting agenda, and planning appointments, travels, visits, etc.
• Manages the operational efficacy of the Office environment, including office tools, office stocks, preparing regular reports (e.g expenses and office budgets).
• Assist in corporate communications both internally (within Singapore office, within the DenseLight group companies), and to support corporate on external communications.
• Manage corporate events and provide adhoc administrative assistance to the Executive team
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.), including courier services.
• Assist with travel arrangements for executives, visas and verify payment of the travels arranged by the external vendors e.g. UOB Travels, Abatross, etc
• Supervise the office cleaner and maintain a hygienic and organised office
• Monitor office supplies and negotiate terms with suppliers to ensure the most cost-effective orders.
• Ensure the office is maintained in a clean and workable situation for health & safety.
• Assist on any other HR, Office and business-operational tasks from time-to-time.
• Provide other administrative support to other teams in the Company as directed by the CEO or COO.

Qualification Guidelines

• Minimum Education
  • Diploma in business administration or Secretarial experience or relative field
• Minimum Experience
  • At least 3 years of proven experience as personal assistant, executive secretary or similar administrative role to corporate management
  • Proficient in MS Office and “back-office” software (e.g. ERP)
  • In depth knowledge of office management.
• Specific Knowledge / Skills
  • Excellent organizational and time-management skills
  • Outstanding communication and negotiation abilities
  • Integrity and confidentiality
  • Proven organizational skills and multi-tasking skills