Secretary / Admin Assistant - JY

PASONA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 46,000 - 55,000; Full time

Job summary

PASONA SINGAPORE PTE. LTD. is seeking a capable secretary/administrative assistant to support the Director. The role covers complex calendar management, travel planning, correspondence handling, and receptionist duties in a fast-paced office environment.

Requirements include proven secretarial experience, Mandarin proficiency for Mandarin-speaking stakeholders, and strong MS Office skills. The position involves facilities management and event support as part of daily operations.

Qualifications

• Proven experience as a secretary or administrative assistant supporting senior management.
• Mandarin communication ability to handle Mandarin-speaking stakeholders and documents.
• Strong proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook).

Responsibilities

• Manage complex calendars, travel arrangements, and meeting schedules for the Director.
• Oversee secretarial duties including preparation, dissemination, and filing of correspondence and forms.
• Respond to calls, emails, and enquiries; greet and assist visitors as receptionist.
• Coordinate travel bookings (flights, accommodation, meeting rooms) for staff and visitors.
• Liaise with internal departments and external stakeholders to ensure smooth coordination.
• Oversee office facilities, supplies, contracts, and vendor management.
• Assist in planning and execution of company events and activities.

Skills

Secretarial experience

Mandarin proficiency

Microsoft Office

Organisational skills

Multitasking

Attention to detail

Interpersonal skills

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.