Assistant General Affiars

Our client is a leading Japanese securities company in Singapore.

We are currently looking for a Assistant General Affiars to;

Primary Role
(1) Personal Assistant for CEO.
• Acting as a first point of contact: dealing with correspondence and phone calls.
• Correspondent to email.
• Managing diaries and organizing meetings and appointments, often controlling access to the manager/executive.
• Booking and arranging travel, transport and accommodation.
• Reminding the CEO of important tasks and deadlines.
• Typing, compiling and preparing reports, presentations and correspondence.
• Managing databases and filing systems.
• Implementing and maintaining procedures/administrative systems.
• Collating and filing expenses.

(2) Office/ General Administration
• Answering phone calls & receiving guests.
• Office/ Building Management.
• Manage meeting logistics (hotel/room booking, serve refreshments & etc.).
• Ordering of pantry and office supplies.
• Corporate rate update for yearly basis.
• Organizing Company Events.
• Managing of company driver’s schedule.
• Other administration duties as assigned for example, scanning, filing, achieving, arranging courier of documents, etc.

Secondary Role
(3) Accounting Duties.
• Assisting with a variety of day-to-day financial operations such as book keeping & entering financial transactions into internal databases.
• Assisting with Accounts Payable such as processing vendor invoices, staff claims, etc.
• Preparing Reports.
• Filing and records maintenance.
(4) Human Resource Duties.
• Handling of training related matters (monthly e-learning, keep track of Licensed Rep training hours, processing of government training grant)
• On boarding process (induction, request for email address & etc).
• E-leave portal maintenance (reset password & release of account).
• Medical claims submission to insurer (ad-hoc).
• Liaising with property agent on Expatriate’s housing matters.
Ad hoc duties as assigned by supervisors and Management.

Our client needs someone with the following skills:

• Diploma holder
• 1 or 2 years of PA for CEO/MD, preferably in banking & finance industry.
• Business proficiency in English for communication with internal and client.
• Good oral and written communication skills.
• Discretion and trustworthiness.
• High capacity in multi-tasking.
• Meticulous, independent and a good team player.
• Excellent organizational skills and the ability to manage time and meet required deadlines.
• A knowledge of standard software packages and the ability to learn company-specific software if required.