Secretary Executive - MNC - Commodity Trade / VC

TRUST RECRUIT PTE. LTD.; Singapore; On-site; SGD 54,000 - 80,000; Full time

Job summary

TRUST RECRUIT PTE. LTD. in Singapore seeks an experienced executive assistant to provide comprehensive secretarial support to senior management. You will manage calendars, coordinate meetings, handle expenses, draft documents, and assist with filings and reservations.

You will also oversee housing for management secondees, coordinate HQ delegations, travel logistics, and vendor management, while organizing corporate events and providing general office administration.

Qualifications

• Degree in any discipline.
• At least 3 years of relevant secretarial or executive support experience.
• Proactive, meticulous, and highly organized with a collaborative and adaptable mindset.
• Proficiency in Concur and SAP systems; CAPEX knowledge advantageous.

Responsibilities

• Provide comprehensive secretarial support to senior management, including calendar management, meeting coordination, expense claims, document drafting, filings, and business reservations.
• Manage document processing, procurement activities, and perform payment verification and authentication (e.g., invoices, approval requests) in compliance with internal policies.
• Prepare and draft meeting minutes and reports including weekly and quarterly submissions to HQ.
• Oversee housing arrangements for Management Team secondees, including agent liaison, lease negotiations, rental processing, maintenance coordination, and preparation of related reports
• Manage and coordinate HQ delegations, business visits, MOU signings, and stakeholder engagements, ensuring smooth execution of travel logistics, quotations, and internal compliance processes.
• Oversee the company’s travel desk functions, including end-to-end business travel arrangements (flights, hotels, visas, transport), vendor management, travel reporting, and corporate travel agency tender processes.
• Plan and organize company events (e.g., CSR initiatives, business functions, sustainability reporting activities), ensuring effective end-to-end coordination and execution.
• Provide general office administration and operational support, including driver management, meeting logistics, office supplies, and ad hoc projects, while serving as backup secretary when required.

Skills

Proactive

Meticulous

Organized

Collaborative mindset

Education

Degree in any discipline

Tools

Concur

SAP

Job description

Job Responsibilities

• Provide comprehensive secretarial support to senior management, including complex calendar management, meeting coordination, expense claims, document drafting, filings, and business reservations.




• Manage document processing, procurement activities, and perform payment verification and authentication (e.g., invoices, approval requests) in compliance with internal policies.




• Prepare and draft meeting minutes and reports including weekly and quarterly submissions to HQ.




• Oversee housing arrangements for Management Team secondees, including agent liaison, lease negotiations, rental processing, maintenance coordination, and preparation of related reports




• Manage and coordinate HQ delegations, business visits, MOU signings, and stakeholder engagements, ensuring smooth execution of travel logistics, quotations, and internal compliance processes.




• Oversee the company’s travel desk functions, including end-to-end business travel arrangements (flights, hotels, visas, transport), vendor management, travel reporting, and corporate travel agency tender processes.




• Plan and organize company events (e.g., CSR initiatives, business functions, sustainability reporting activities), ensuring effective end-to-end coordination and execution.




• Provide general office administration and operational support, including driver management, meeting logistics, office supplies, and ad hoc projects, while serving as backup secretary when required.

Job Requirements

• Degree in any discipline




• At least 3 years of relevant experience in secretarial or executive support role.




• Proactive, meticulous, and highly organized with a collaborative and adaptable mindset.




• Proficiency in Concur and SAP systems, including good understanding about CAPEX are advantageous.