Secretary to Managing Director

Job Description

We are hiring an organised and hands-on Executive Assistant / Personal Assistant to support the Managing Director (MD) of a client in the lighting industry. You will coordinate the MD’s calendar and travel, organise meetings and corporate events, prepare minutes, and keep priorities moving day-to-day.

This is an on-site 6-month contract role, starting on 1 Dec 2025 to Mid-Jun 2026 . Note: There is a planned break in employment during the company’s year-end closure (20 Dec 2025 – 4 Jan 2026).

Key Responsibilities

• Meetings & Events: Organise internal/external meetings, conferences and corporate events (venues, invites, materials, logistics).
• Calendar Management: Own the MD’s calendar—book, prioritise and resolve clashes; prepare meeting briefs.
• Travel Arrangements: Handle flights, ground transport, visas and hotel bookings; prepare itineraries.
• Minutes & Follow-ups: Record accurate minutes, track action items and ensure timely closure.
• Task & Deadline Tracking: Proactively remind the MD of key tasks, milestones and reporting deadlines.
• General Admin Support: Collate and submit expense claims, screen and draft emails, compile simple reports/decks, run ad-hoc errands, and gather information as needed.
• Stakeholder Liaison: Coordinate professionally with clients, suppliers and internal teams; maintain confidentiality.

Requirements

• 2–5 years’ experience as an Executive Assistant / PA or senior admin supporting a senior leader (MD/CEO/Director).
• Proven calendar ownership, travel booking, and minute-taking for senior meetings.
• Proficient in Microsoft Office / Google Workspace; comfortable with Zoom/Teams; basic slide/report prep.
• Strong written and verbal communication, attention to detail and follow-through.
• Able to commit on-site at Havelock for the stated contract windows; comfortable with occasional after-hours support for events/travel.

Ideal Profile

• Short-term contract seeker (e.g., between roles, exploring contract work, or returning to work and preferring a fixed-term engagement).
• Hands-on, reliable executor who enjoys keeping calendars, travel, and follow-ups tight and accurate.
• Detail-first communicator —writes clear minutes and action lists; anticipates needs and reminders without prompting.

How to Apply

Please submit your CV via MyCareersFuture and include:

We review every application carefully. Due to volume, only shortlisted candidates will be contacted confidentially.

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