Personal Assistant

OCEANMASTER ENGINEERING PTE LTD; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

OCEANMASTER ENGINEERING PTE LTD is seeking a Personal Assistant to provide comprehensive secretarial and administrative support to the Managing Director and Chairman. The role includes managing schedules, travel arrangements, and correspondence while ensuring the smooth running of daily operations.

Ideal candidates will possess tertiary education, a minimum of 3 years of experience in similar roles, and must be proficient in Microsoft Office. Ability to communicate in Mandarin is required for liaising with business partners in China.

Qualifications

• Minimum 3 years of experience as a Personal Assistant supporting senior management.
• Able to handle confidential and sensitive information with discretion.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Provide full spectrum of secretarial and administrative support to the Managing Director and Chairman.
• Manage and maintain calendars, appointments, and travel schedules for MD and Chairman.
• Arrange and coordinate overseas travel, including flight and hotel reservations.
• Draft internal memos and correspondence.
• Organize management meetings and prepare minutes.

Skills

Organizational skills

Discretion

Verbal Communication

Written Communication

Proficiency in Microsoft Office

Mandarin communication

Education

Tertiary education

Job description

Job Description

• Provide full spectrum of secretarial and administrative support to the Managing Director (MD) and Chairman to ensure smooth and efficient daily operations.

• Manage and maintain the MD’s and Chairman’s calendars, appointments, meetings, and travel schedules.

• Arrange and coordinate overseas travel, including flight and hotel reservations.

• Screen, review and vet agreements, contracts and documents, highlighting key issues requiring attention.

• Maintain and manage central records and registry of Agent Agreements, Legal Matters and Master Service Agreements (MSA).

• Monitor and manage KrisFlyer points, including tracking and redemption.

• Draft internal memos, circulars, speeches, letters and other corporate correspondence.

• Monitor and manage the MD’s and Chairman’s emails; respond to urgent matters on their behalf when required.

• Organise management meetings, Annual General Meetings (AGM) and prepare accurate minutes of meeting.

• Coordinate and organise company events such as Annual Dinner & Dance (D&D), Seventh Month Prayer, Chinese New Year Luncheon and other corporate functions.

• Arrange corporate gifts, festive hampers (e.g. Christmas, Chinese New Year) and greeting cards for customers.

• Maintain and replenish corporate gift inventory.

• Assist in ISO and bizSAFE renewal processes and coordinate OME Daikin Training Programme.

• Maintain confidential records including credit card statements, country club memberships and bank statements.

• Prepare monthly transport and entertainment claims for the MD and Chairman.

• Provide administrative support to department managers and executives when required.

• Undertake any other duties as assigned by the Managing Director and Chairman.

Requirements

• Tertiary education with minimum 3 years of experience as a Personal Assistant supporting senior management.

• Highly organised, meticulous and able to handle confidential and sensitive information with discretion.

• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).

• Strong verbal and written communication skills.

• Able to communicate in Mandarin to liaise with China-based business partners.

• Positive attitude, proactive mindset and strong team player.
  
  We are located at 11A Tech Park Crescent Singapore 637842 (Tuas South).