Secretary / Admin Assistant - JY

PASONA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

PASONA SINGAPORE PTE. LTD. is seeking a diligent Secretary/Administrative Assistant to support the Director in Singapore. The role covers calendar management, travel planning, and handling correspondence, with a focus on Mandarin-speaking stakeholders.

You will also manage office operations, vendor relations, and events, ensuring smooth day-to-day administration in a fast-paced environment. 9am–6pm, on-site at Raffles Place, salary up to SGD 4,500 depending on experience.

Qualifications

• Proven experience as a secretary/administrative assistant supporting senior management.
• Able to communicate in Mandarin to handle Mandarin-speaking stakeholders and documents.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organisational skills with the ability to manage multiple priorities and remain calm under pressure.
• Ability to multitask and work independently with minimal supervision.
• Flexible and adaptable, able to handle diverse tasks.

Responsibilities

• Manage complex calendars, travel arrangements, and meeting schedules for the Director.
• Oversee all secretarial duties, including preparation, dissemination, and filing of correspondence, memos, forms, and documents assigned by the Director.
• Handle incoming calls, emails, and enquiries with professionalism; act as receptionist to welcome and assist visitors.
• Liaise with internal departments and external stakeholders to ensure smooth coordination.
• Coordinate travel bookings (flights, accommodation, meeting rooms) for staff and visitors.
• Perform any other secretarial duties assigned by management from time to time.
• Manage office facilities, replenish supplies, and oversee contract renewals.
• Issue invoices and purchase orders; liaise with customers on sales administration matters.
• Oversee daily office operations, vendor management, and facilities maintenance.
• Assist in planning and execution of company events and activities.
• Coordinate requisition and procurement of office supplies (stationery, pantry items, etc.), manage inventory levels, and liaise with suppliers.
• Ensure proper record keeping and compliance with company administrative procedures.
• Support management with ad hoc administrative tasks as required.

Skills

Secretarial experience

Mandarin communication

MS Office proficiency

Organisational skills

Multitasking

Independent work

Tools

Microsoft Office

Job description

Job ID: 20267

Location: Raffles Place

Working hours: 9am to 6pm

Salary: up to $4,500 (Depending on experiences)

Job Description

Secretarial Duties

• Manage complex calendars, travel arrangements, and meeting schedules for the Director.
• Oversee all secretarial duties, including preparation, dissemination, and filing of correspondence, memos, forms, and documents assigned by the Director.
• Handle incoming calls, emails, and enquiries with professionalism; act as receptionist to welcome and assist visitors.
• Liaise with internal departments and external stakeholders to ensure smooth coordination.
• Coordinate travel bookings (flights, accommodation, meeting rooms) for staff and visitors.
• Perform any other secretarial duties assigned by management from time to time.

Administrative Duties

• Manage office facilities, replenish supplies, and oversee contract renewals.
• Issue invoices and purchase orders; liaise with customers on sales administration matters.
• Oversee daily office operations, vendor management, and facilities maintenance.
• Assist in planning and execution of company events and activities.
• Coordinate requisition and procurement of office supplies (stationery, pantry items, etc.), manage inventory levels, and liaise with suppliers.
• Ensure proper record keeping and compliance with company administrative procedures.
• Support management with ad hoc administrative tasks as required.

Job Requirement

• Proven experience as a secretary, administrative assistant, or similar role supporting senior management.
• Able to communicate in Mandarin to handle Mandarin-speaking stakeholders and documents.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).
• Strong organisational skills with the ability to manage multiple priorities and remain calm under pressure.
• Ability to multitask and work independently with minimal supervision.
• Flexible and adaptable, able to handle diverse tasks.
• Excellent documentation, discipline and attention to detail.
• Strong interpersonal and communication skills.