Secretary

finexis Advisory; Singapore; On-site; SGD 33,000 - 56,000; Full time

Job summary

finexis Advisory in Singapore's Bugis Central Region is seeking a dedicated Secretary to provide essential administrative support, manage communications, and uphold confidentiality.

You will handle correspondence, filing, scheduling, and travel arrangements while coordinating with colleagues to keep operations smooth. The role requires strong English communication, meticulous organization, and a professional demeanor.

Join our team to support management and staff in a dynamic office environment.

Qualifications

• Excellent written and verbal English communication.
• Strong organisational and time-management abilities.
• Attention to detail and accuracy.
• Ability to handle confidential information discreetly.
• Proactive, versatile and able to take on extra tasks.
• Experience with office management systems and scheduling software is advantageous.
• Professional and presentable demeanor with strong customer service.
• Ability to coordinate meetings and travel arrangements.

Responsibilities

• Prepare, format and distribute correspondence, reports and minutes.
• Answer phone calls and manage voicemail and email.
• Maintain physical and digital filing systems.
• Process invoices and expense claims.
• Coordinate meetings, events and travel arrangements.
• Liaise with internal departments and external parties.
• Maintain office supplies and equipment.
• Manage executive calendars and schedule appointments.

Skills

Communication

Organisation

Time management

Discretion

Interpersonal skills

Problem solving

Scheduling software

Job description

About the role

We are seeking a dedicated and organised Secretary to join our team in the Bugis Central Region. This is a key administrative position that will provide essential support to ensure the smooth and efficient operation of our office. As Secretary, you will be the backbone of our administrative function, managing communications, and documentation whilst maintaining the highest standards of professionalism and confidentiality. This role is vital to supporting our management and staff, enabling them to focus on their core responsibilities.

What you'll be doing

• Preparing, formatting and distributing correspondence, reports, minutes and other documentation

• Answering and directing telephone calls, managing voicemail and email communications

• Maintaining filing systems, both physical and digital, ensuring accurate record-keeping and easy retrieval of information

• Processing invoices, expense claims and other administrative documentation

• Liaising with internal departments and external parties to support business operations

• Maintaining office supplies and equipment, ordering as necessary

• Coordinating meetings and events, including arranging venues, catering and materials (if required)

• Managing executive calendars, scheduling meetings, appointments and travel arrangements (if required)

What we're looking for

• Good written and verbal communication skills in English

• Strong organisational and time-management abilities, with the capacity to manage multiple priorities and meet deadlines

• Exceptional attention to detail and accuracy in all work

• Professional discretion and the ability to handle confidential information responsibly

• Strong interpersonal skills with the ability to work effectively with colleagues at all levels

• Proactive approach to problem-solving and a willingness to take on additional responsibilities

• Familiarity with office management systems and scheduling software is advantageous

• A professional and presentable demeanour with strong customer service orientation