Secretary & Administrative Officer

Banco Santander S.A.; Singapore; On-site; SGD 48,000 - 72,000; Full time

Job summary

Banco Santander S.A. Singapore seeks an experienced Secretary & Administrative Officer to support the Singapore branch with office administration and various ad-hoc duties.

You will coordinate travel, meetings, vendor relations, procurement, and payments, while ensuring smooth day-to-day operations and executive support. Strong English communication, proactive attitude, and a solid command of Microsoft Office are essential.

Qualifications

• Diploma holder with minimum 8 years’ working experience in office administration & secretarial supports.
• Good command of spoken & written English.
• Good communication skills and PC skills (Microsoft Office).
• Proactive, detail oriented, independent, open-minded, diligent, organized with strong time management skills and a team player.

Responsibilities

• Arrange travel logistics for executives including air tickets, hotels, visas and related bookings.
• Provide secretarial support: prepare presentations, take minutes, file documents, print, and track travel records.
• Manage calendars for senior executives and coordinate meetings with stakeholders.
• Liaise with vendors and service providers; assist in procurement and vendor onboarding processes.
• Handle office payments, expense claims, invoices, contracts, and purchase orders.
• Support office events and activities (breakfast, town halls, dinners, training, seminars).
• Coordinate with facilities/building management for daily services and maintenance.
• Assist in onboarding, relocation or reconfiguration of offices as needed.
• Answer calls, greet visitors, manage mail/courier and meeting room logistics.
• Provide occasional pantry support and ensure health and safety measures.

Skills

English proficiency

Communication skills

Microsoft Office

Time management

Team player

Education

Diploma holder with 8+ years’ admin/secretarial experience

Tools

Microsoft Office

Job description

Secretary & Administrative Officer

Country: SingaporeThis role will provide office administrative support to the Singapore branch and perform ad-hoc duties as assigned.

Key Responsibilities

• Obtain pre-trip relevant approval for trip booking, arrange the booking of air-tickets, hotel reservations, business visas and other logistics for executives travelling overseas.
• Arrange meetings, interviews, expenses claims, etc. Provide secretarial support to executives such as preparing presentation, taking minutes, filing document, printing, travel related record tracking and other ad-hoc duties as assigned.
• Calendar management for senior executives.
• Liaise with vendors and service providers.
• Assist in procurement of office supplies, vendor selection and service /contract management and renewal.
• Raise new vendor on-boarding application as appropriate and follow through vendor process.
• Manage the office admin related payment especially reviewing expense claims and checking invoices against purchase/service orders, quotations and contracts.
• Support logistics of office activities and business events, such as regular breakfast/tea provision, town hall, annual dinner, office training, seminars, offsite, premium gifts, client gift register.
• Interface with building management team and vendor for daily facilities services, repair and maintenance, etc.
• Assist in logistics for staff on-boarding and termination Support office reconfiguration, renovation and relocation.
• Answer incoming calls, greet visitors, handle mail/courier, arrange meeting room, etc.
• Provide occasional pantry service support such as serving tea and coffee for visitors.
• Support office health and safety arrangements, e.g. pandemic related measures, set up and reports.
• Perform as local coordinator to support ad hoc regional project work or assignment when needed, assigned by your manager.

Requirements

• Diploma holder with minimum 8 years’ working experience in office administration & secretarial supports.
• Good command of spoken & written English.
• Good communication skills and PC skills (Microsoft Office).
• Proactive, detail oriented, independent, open-minded, diligent, organized with strong time management skills and a team player.
• Previous experience in financial institutions / banks will be an advantage.