Team Secretary

FORVIS MAZARS LLP; Singapore; On-site; SGD 50,000 - 84,000; Full time

Job summary

FORVIS MAZARS LLP is seeking a highly organised, proactive and detail‑oriented administrator to provide comprehensive support to partners and senior stakeholders in a fast‑paced corporate environment.

The role covers corporate secretarial duties, project coordination, meeting logistics, travel arrangements, and documentation control. Candidates should have strong MS Office skills, 5+ years of experience and a proactive, service‑oriented mindset.

Qualifications

• Minimum 5 years of relevant experience in secretarial, administrative, executive support, or coordination roles.
• Proven experience providing high‑level administrative support to Partners, senior management, or department heads.
• Strong experience in travel and conference coordination, including bookings, visas and event logistics.
• Excellent organisational and time‑management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills with professionalism to liaise with stakeholders.
• Attention to detail and accuracy in documentation, reports, and records.
• Proficient in Microsoft Office and comfortable learning new systems.

Responsibilities

• Provide comprehensive administrative and secretarial support to the reporting supervisor and senior stakeholders.
• Manage calendars, meetings, travel, and related logistics; organise internal/external meetings and take minutes.
• Coordinate domestic and international travel, including flights, accommodation, visas and itineraries.
• Prepare meeting agendas, materials, minutes, and follow‑up communications.
• Maintain audit, project and travel records and document repositories.
• Monitor timelines, deliverables and deadlines; ensure timely follow‑ups with stakeholders.
• Support planning and execution of departmental initiatives and special projects.

Skills

Organisational skills

Communication skills

Stakeholder management

Travel coordination

Education

Secretarial/Administrative experience

Tools

MS Office

Outlook

PowerPoint

Teams

Job description

We are looking for a highly organised, proactive and detail-oriented individual to provide comprehensive administrative, secretarial and project coordination support to the team.

The successful candidate will play a key role in ensuring the smooth and efficient coordination of audit activities, projects, meetings, documentation, reporting and stakeholder communication. This position is ideal for an experienced administrative or secretarial professional who is confident working independently, managing multiple priorities and supporting senior stakeholders in a fast-paced corporate environment.

Responsibilities

• Provide comprehensive administrative and secretarial support to the reporting supervisor and senior stakeholders.
• Managing calendars, schedules, appointments, meetings and related logistics, organising internal and external meetings, appointments, events, and/or taking minutes of meetings, etc.
• To be responsible for all necessary coordination, communication and exercise discretion of the time needed for such arrangements.
• Coordinate internal and external meetings, workshops, presentations, conferences and corporate events.
• Prepare meeting agendas, presentation materials, minutes, action items and follow-up communications.
• Arrange and coordinate domestic and international business travel, including:Flight and accommodation bookingsGround transportation and transfersTravel itineraries and schedulesVisa and travel documentation, where requiredTravel-related administrative arrangements
• Coordinate conferences, seminars, workshops and corporate events, including venue arrangements, registration, invitations, participant coordination, catering, accommodation, transportation, materials and on-site logistics.
• Coordinate the collection and submission of documents and information required for audit QC procedures and projects.
• Maintain accurate audit, project, travel, conference and administrative records, trackers, databases and central audit document repositories.
• Monitor project and audit timelines, outstanding actions, deliverables and deadlines, ensuring timely follow-up with relevant stakeholders.
• Prepare and consolidate audit documentation reports, correspondences, presentations, training CPE hours, work correspondences
• Support the coordination of internal and external stakeholders, including auditors, management, colleagues, clients, and service providers.
• Maintain proper document control, filing, and records-management processes.
• Assist with administrative matters such as expenses, invoices, claims
• Support the planning and execution of departmental initiatives and special projects.
• Handle confidential and sensitive information with a high level of discretion and professionalism.
• Undertake other administrative, coordination and project-related duties as required.

Requirements

• Minimum 5 years of relevant experience in secretarial, administrative, executive support, or coordination roles, preferably within a professional services or corporate environment.
• Proven experience providing high-level administrative and secretarial support to Partners, senior management, directors, department heads or professional teams.
• Strong experience in business travel and conference coordination, including flight and accommodation bookings, ground transportation, travel itineraries, visa arrangements, event registration, venue arrangements, catering, accommodation and on-site logistics.
• Excellent organisational and time-management skills, with the ability to manage multiple calendars, schedules, travel arrangements, events, projects, and competing priorities effectively and within deadlines.
• Strong written and verbal communication skills, with the confidence and professionalism to liaise effectively with Partners, senior management, colleagues, clients, vendors, and other internal and external stakeholders.
• Excellent attention to detail and accuracy, particularly in documentation, correspondence, bookings, reports, presentations, records, and administrative processes.
• Proficient in Microsoft Office applications, particularly Outlook, Word, Excel, PowerPoint, and Teams, with the ability to learn and adapt to new systems and technologies.
• Strong interpersonal, stakeholder-management, and relationship-building skills, with the ability to establish positive working relationships across the organisation and collaborate effectively with other administrative personnel.
• Highly proactive, resourceful, and solutions-oriented, with the ability to anticipate requirements, identify potential issues, resolve problems effectively, and work with minimal supervision.
• Demonstrated ability to exercise sound judgement, prioritise competing demands, and take ownership of responsibilities from planning through to completion.
• High level of professionalism, discretion, confidentiality, integrity, reliability, and responsiveness, particularly when handling sensitive information and supporting senior stakeholders.
• Able to remain calm, organised, flexible, and solutions-focused when managing urgent requests, last-minute changes, tight deadlines, and unexpected travel, event, or scheduling issues.
• Strong team player who is willing to support colleagues, assist other administrative personnel during periods of high workload, share knowledge, and contribute to a positive and collaborative working environment.
• Willing and able to support business travel organisation, conferences and corporate engagements outside normal office hours, where required.
• Flexible and willing to undertake ad hoc assignments, special projects and other duties as directed by the Supervisor.
• Demonstrates a strong service-oriented mindset, with a commitment to providing efficient, timely, professional, and high-quality administrative support.