Business Admin Assistant

AP MEDIA PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company is seeking an administrative assistant to facilitate communication and support management activities. The role involves handling correspondence, organizing schedules, and maintaining records. The ideal candidate should have a diploma in a relevant field and proven administrative experience. Proficiency in MS Office and bilingualism in English and Mandarin are required.

Qualifications

• Experience as a secretary or administrative assistant is required.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint) is necessary.
• Strong interpersonal skills and ability to communicate in English and Mandarin.

Responsibilities

• Manage communication between departments and handle sensitive information.
• Organize meetings, travel arrangements, and maintain records.
• Assist with special projects and ensure smooth information flow.

Skills

Organizational skills

Communication skills

Attention to detail

Problem-solving

Flexibility

Proactivity

Education

Diploma in Business admin or Secretary or equivalent

Tools

MS Office

Job description

Key Responsibilities:

- Working closely with managers and teams to anticipate needs, resolve issues, and contribute to strategic initiatives.

- Facilitating communication between different departments and stakeholders, ensuring smooth information flow and collaboration

- Handle incoming calls, emails, and correspondence, ensuring timely responses and proper routing of messages to the appropriate parties. Draft, proofread, and edit documents, letters, and reports as needed.

- Maintain accurate and up-to-date records, files, and databases. Organize and manage documents, ensuring easy retrieval and confidentiality as required.

- Arrange meetings, conferences, and appointments, including scheduling, preparing agendas, and coordinating logistics such as catering and audiovisual equipment.

- Coordinate travel arrangements for executives and team members, including booking flights, accommodations, transportation, and preparing travel itineraries.

- Handle sensitive information with discretion and maintain confidentiality at all times. Adhere to company policies and procedures regarding data protection and confidentiality.

- Collaborate effectively with colleagues and other departments to support overall organizational goals and objectives. Assist with special projects and initiatives as assigned.

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Requirements:

• Can start work immediately or at a short notice period.
• ‘Can do’ work attitude to problem solving.
• Diploma in Business admin or Secretary or equivalent related field is preferred.
• Proven experience as a secretary, administrative assistant, or similar role.
• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint)
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Strong interpersonal and communication skills, both verbal and written.
• Attention to detail and accuracy in work.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility and adaptability to changing priorities and responsibilities.
• Proactive attitude and willingness to take initiative.
• Able to communicate in English and Mandarin as one is required to liaise with Mandarin speaking.