Administrative Assistant

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

Job summary

A banking institution in Singapore is seeking an Administrative Assistant to provide support to department heads. Responsibilities include managing communications, scheduling meetings, and assisting in various office tasks. The ideal candidate should have strong organizational skills and be able to handle multiple tasks efficiently. This position supports the overall operations and administrative functions of the branch.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to handle multiple tasks and prioritize effectively.
• Excellent communication skills, both verbal and written.

Responsibilities

• Act as a liaison for the department.
• Assist in document preparation and editing.
• Monitor submissions of MIS reports.
• Schedule appointments and meetings.
• Handle incoming and outgoing correspondences.
• Assist in HR related matters.
• Maintain the office filing system.

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