Administrative Assistant

BDO UNIBANK, INC. (Singapore Branch); Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A major banking institution is seeking an Administrative Assistant in Singapore to provide comprehensive support including document preparation, meeting coordination, and handling office logistics. The successful candidate will manage correspondences and assist with HR-related matters, ensuring smooth operations within the department.

Qualifications

• Proven skills in document preparation and editing.
• Strong organizational abilities for scheduling and coordinating meetings.
• Experience in managing correspondences and office supplies.

Responsibilities

• Acts as central point of contact for the department.
• Assists in preparing and editing documents for the Chief Executive.
• Coordinates appointments and meetings logistics.
• Handles all incoming and outgoing correspondences.
• Assists in HR-related matters.

Job description

Job Mandate

This role is responsible for assisting Head/s in handling and coordinating all administrative matters for the department/unit. The job may also include some operations-related work as assigned by the Chief Executive.

Duties & Responsibilities

1. Acts as liaison person/central point of contract (POC) for the Department/Business Unit/Office
2. Assists in the encoding or preparation and editing of documents/presentation materials as required by the Chief Executive
3. Monitors submissions of MIS Reports from the different units as required by the Chief Executive.
4. Schedules and coordinates appointments/meetings
   • meeting venue and required resources/equipment’s
   • refreshments/meals
   • logistics
5. Handles all incoming and outgoing correspondences/documents
   • prepares draft memos
   • finalizes copies of memos
   • receives, sorts and distributes all incoming correspondences
   • records and releases all outgoing correspondences
6. Assist in HR related matters
7. Handles supplies and company giveaway requisitions
8. Assists in the preparation, distribution of units company related requirements
9. Photocopies/faxes documents as requested
10. Handles all incoming and outgoing calls
11. Receives, screens and assists visitors
12. Monitors phone expenses
13. Receives notices of absence from department/unit employees
14. Organize and maintains the office filing system
15. Schedules leaves, anticipates and endorses duties/responsibilities when on leave
16. Supports regular branch operations-related tasks
17. Performs other related functions as may be assigned from time to time