Secretary

PetroChina International (Singapore); Singapore; Presencial; SGD 60.000 - 75.000; Jornada completa

Descripción de la vacante

PetroChina International (Singapore) is seeking an proactive Executive Support professional to deliver high-level administrative support to senior management in Singapore. The role spans calendar and meeting coordination, procurement, payment processing, and arranging housing for management secondees, along with coordinating HQ visits and stakeholder engagements.

The ideal candidate will be highly organized, comfortable working with cross-functional teams, and able to draft reports in both

Formación

• Degree in any discipline is required.
• 3+ years of secretarial or executive support experience.
• Familiarity with Chinese business culture is an advantage.
• Proactive, meticulous, organized and able to multitask.

Responsabilidades

• Provide comprehensive secretarial support to senior management, including complex calendar management and meeting coordination.
• Handle expense claims, document drafting, filings and business reservations.
• Process procurement activities and verify payments in line with internal policies.
• Prepare meeting minutes and reports in English and Chinese for HQ in Beijing.
• Arrange housing for management secondees, including lease negotiations and maintenance coordination.
• Coordinate HQ delegations, business visits, MOUs, travel logistics and internal compliance.
• Oversee travel desk functions: flights, hotels, visas, transport, and travel agency tenders.
• Plan and organize company events and CSR activities with end-to-end coordination.
• Provide general office administration and act as backup secretary when needed.

Conocimientos

Executive support

Calendar management

Meeting coordination

Stakeholder management

Travel planning

Bilingual (Eng/Chi)

Educación

Bachelor's degree

Herramientas

Concur

SAP

MS Office

Descripción del empleo

We are seeking a proactive Executive Support professional to provide high-level administrative support to senior management. The role covers calendar and meeting coordination, reporting, procurement and payment processing, as well as managing travel arrangements and housing for management secondees. You will also coordinate HQ visits, stakeholder engagements, and company events, while ensuring smooth day-to-day office operations.

This role is ideal for someone who is highly organised and thrives in a multifaceted environment. It offers strong exposure to senior stakeholders and cross-functional projects—making it an excellent opportunity to further develop your administrative expertise and business acumen.

Job Responsibilities

• Provide comprehensive secretarial support to senior management, including complex calendar management, meeting coordination, expense claims, document drafting, filings, and business reservations.
• Manage document processing, procurement activities, and perform payment verification and authentication (e.g., invoices, approval requests) in compliance with internal policies.
• Prepare and draft meeting minutes and reports in both English and Chinese, including weekly and quarterly submissions to HQ in Beijing.
• Oversee housing arrangements for Management Team secondees, including agent liaison, lease negotiations, rental processing, and maintenance coordination.
• Manage and coordinate HQ delegations, business visits, MOU signings, and stakeholder engagements, ensuring smooth execution of travel logistics, quotations, and internal compliance processes.
• Oversee the company’s travel desk functions, including end-to-end business travel arrangements (flights, hotels, visas, transport), vendor management, travel reporting, and corporate travel agency tender processes.
• Plan and organize company events (e.g., CSR initiatives, business functions, sustainability reporting activities), ensuring effective end-to-end coordination and execution.
• Provide general office administration and operational support, including driver management, meeting logistics, office supplies, and ad hoc projects, while serving as backup secretary when required.
• Other ad-hoc duties as assigned.

Job Requirements

• Degree in any discipline.
• At least 3 years of relevant experience in secretarial or executive support role.
• Familiarity with Chinese business/corporate culture will be an added advantage.
• Professional, proactive, meticulous, and highly organized with a collaborative and adaptable mindset.
• Positive attitude and strong work ethic.
• Ability to work independently under pressure and meet tight deadlines.
• High level of integrity and resourcefulness.
• Excellent communication skills and sound judgment.
• Proficiency in Concur and SAP systems, including good understanding about CAPEX are advantageous.
• Flexible and willing to work beyond regular office hours, including evenings and weekends, to support delegations, events, and business needs when required.

Personal Data Protection

In submitting your personal data and/or resume, you shall be deemed to consent to us collecting, using and disclosing your personal data for the purpose of assessing your job application. Information collected may also be disclosed to the PetroChina Group of Companies (which includes PetroChina International (Singapore) Pte. Ltd., Singapore Petroleum Company Limited) for this purpose.