Senior Executive Assistant & Admin Ops Lead

Maritime and Port Authority of Singapore (MPA); Singapore; On-site; Full time

Job summary

A government agency in Singapore is seeking a Senior / Executive to provide secretarial support and coordinate administrative tasks. The candidate must have at least 3 years of experience in records and information management, demonstrating meticulousness and strong interpersonal skills. Responsibilities include arranging meetings, providing logistical support for events, and assisting in document management. This role requires a team player who can thrive under pressure and is essential for facilitating smooth operations within the division.

Qualifications

• At least 3 years of relevant experience in records, information, and/or document management functions.
• Experience in corporate administration.

Responsibilities

• Provide secretarial support to director(s).
• Coordinate and provide administrative support to the division.
• Assist in coordinating inputs on decarbonisation matters.
• Arrange transport and accommodation for overseas trips.
• Procurement and management of office supplies.

Skills

Records management

Analytical skills

Interpersonal skills

Team player

Meticulous

Job description

As a Senior / Executive, the broad area of your job responsibilities includes the below.

[What you will be working on]

Key Responsibilities

Provide secretarial support to director(s)

• Provide coordination and administrative support to the division including arranging both internal and external meetings;
• Provide full logistic support in hosting events/workshops with external industry stakeholders;
• Assist in coordinating and consolidating inputs from various divisions in MPA on decarbonisation related matters (e.g. surveys)
• Arranging transport and accommodation for overseas trips for MDD officers including making claims for officers;
• Assist the division in making gift declarations;
• Procurement and managment of office supplies;
• Procurement of goods and services including from the issuance of purchase order to the receipt of goods and services, as well as verify and process invoices
• Coordinate division’s budget and tracking budget utilisation, including liasing with Finance;
• Coordinate and provide support to office activities (e.g. liasing with SPM on office space planning, appointment as MDD Fire Warden, Asset Coordinator)
• Coordinate training needs and schedule for all officers
• Provide support to all officers in record and file management (e-Cabinet and e-Registry)
• Provide support for onboarding for new officers/interns
• Any other ad-hoc duties assigned.
  
  

[What we are looking for]

Requirements

• Possess at least 3 years of relevant experience in records, information and/or document management functions and experience in corporate administration.
• Team player with strong inter-personal and analytical skills, meticulous and able to work well under pressure