Team Secretary

Trafigura Pte Ltd; Singapore; On-site; SGD 45,000 - 60,000; Full time

Job summary

Trafigura Pte Ltd in Singapore seeks a diligent Team Secretary to provide high-level administrative support. You will coordinate travel, manage calendars, handle confidential information, and assist with daily operations across the team.

The role requires strong communication, discretion, and a proactive, team-oriented mindset. The position involves liaising with executives, vendors, and external stakeholders to ensure smooth workflows.

Qualifications

• Min 5 years of relevant work experience.
• Good communication and interpersonal skills.
• Good team player with collaborative spirit.
• Ability to handle confidential information with discretion.
• Motivated and enthusiastic individual.

Responsibilities

• Coordinate business travel arrangements with travel agents, including flight bookings, ticketing, hotel reservations and transfers.
• Ensure travel approvals are obtained according to company policies before bookings.
• Liaise with travel agents and travelers to manage requests, confirm itineraries and coordinate changes or cancellations.
• Prepare documentation and submit applications through online e-Visa platforms, CIBT or Embassy.
• Attend to incoming calls, direct inquiries and take messages as needed.
• Provide proactive administrative support, coordinating appointments and handling queries.
• Liaise with department heads to schedule meetings and track action items.
• Gather and analyze information to support reports and ad-hoc projects.
• Prepare agendas, correspondence and administrative documents; manage calendars and emails.

Skills

5+ years of experience

Strong communication

Interpersonal skills

Team player

Discretion and confidentiality

Education

Diploma or professional certification

Job description

Main Purpose

The team secretary is responsible for a high level of administrative & organizational support to the team members.

The team secretary is expected to:

• demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature;


• establish work priorities and remain flexible;


• efficiently respond in a calm and effective manner to a variety of demands and projects;


• demonstrate effective verbal and written communication skills;


• meet established deadlines;


• establish and maintain good working relationships with all levels of the organization;


• work independently and make sound decisions to the degree necessary for the successful performance of assigned duties

Key Responsibilities

Travel arrangement

• Coordinate business travel arrangements with travel agents, including flight bookings, ticket issuance, hotel reservations and other travel-related requirements-land transfers etc.


• Ensure all necessary travel approvals are obtained in accordance with company policies and procedures before confirming bookings


• Liaise with travel agents and travelers to manage travel requests, confirm itineraries and coordinate any changes or cancellations


• Prepare documentation and submit applications through online e-Visa platforms, CIBT or Embassy

Secretarial support

• Attend to incoming telephone calls, direct calls to the appropriate team members and take messages, if needed.


• Proactively provide administrative support to team members, including coordinating appointments, handling queries and assisting with daily operational needs.


• Liaise with Department Heads to schedule meetings, coordinate activities and follow up on-agreed assignments and action items.


• Gather, complie and analyse information and data from various sources to support team initiatives and assist in preparing accurate and timely reports.


• Prepare agendas, correspondence, memoranda and other administrative documents. Review, route and respond to emails and correspondence on behalf of team members when appropriate.


• Manage and maintain stakeholders’ calendar, including scheduling meetings, appointments and other activities.


• Arrange transportation and logistics for visiting guests and business visitors.


• Coordinate with Company Secretaries and Contract Administration Teams to facilitate document signing, obtain authorized signatures and ensure proper documentation.


• Coordinate the planning and organization of corporate events, including venue arrangements, catering, logistics and liaison with vendors to ensure smooth and successful execution.


• Liaise with customers, vendors and external stakeholders to coordinate meeting schedules and ensure timely preparation and submission of accurate reports.


• Provide administrative and coordination support to team members in liaising with bankers, lawyers, suppliers, customers and relevant government authorities on various business and official matters.


• Provide additional administrative and operational support, including handling ad-hoc requests from team members as and when required.

Key Responsibilities

• Min 5 years of relevant work experiences


• Good communication and interpersonal skills


• Good team player


• Understand the necessity for confidentiality


• Motivated and enthusiastic


• Diploma or professional relevant certification is preferred