Secretary / Administrator - JY

PASONA SINGAPORE PTE. LTD.; Singapore; On-site; SGD 45,700 - 54,739; Full time

Job summary

PASONA SINGAPORE PTE. LTD. is seeking an experienced Secretary/Administrative Assistant to manage calendars, travel, and office operations. The role is pivotal in supporting senior management and ensuring smooth coordination with stakeholders.

Successful candidates will demonstrate strong organisational skills, proficiency in Microsoft Office, and an ability to communicate effectively in Mandarin. Join a dynamic team in Raffles Place, Singapore, and contribute to the success of our management.

Qualifications

• Proven experience as a secretary or administrative assistant supporting senior management.
• Ability to handle multiple tasks independently under pressure.
• Strong attention to detail and excellent documentation skills.

Responsibilities

• Manage complex calendars, travel arrangements, and meeting schedules for the Director.
• Oversee all secretarial duties, including correspondence and document management.
• Liaise with departments and stakeholders for coordination.

Skills

Communication in Mandarin

Proficient in Microsoft Office

Organisational skills

Interpersonal skills

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 Requirements

• 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.