Job Responsibilities / Job BriefThe incumbent will provide office administrative support and secretarial support to executives to ensure smooth operational efficiency and effective communication within the organization.
Office Administrative Support
- Office replenishment for stationeries, business cards and weekly ordering of pantry supplies.
- Implement and/or develop office procedures and record systems
- Receive visitors and direct them to the appropriate meeting room
- Manage the receipt and dispatch of mail and courier deliveries
- Perform monthly invoicing tasks
- Provide support in internal events for employees, e.g Year-end Team Dinner, Family Day, Pink Friday, CNY Team Dinner etc by preparing facilities, logistics coordination and arranging refreshments/food, sourcing of vendors etc as and when is needed.
- Prepare and issuance of office access cards for new hires and overseas guests
Executive Assistant Support
- EA support to a team of executives
- Coordinate executive communications, including taking calls, responding to emails, managing meeting rooms, provide logistical support for all meetings
- Facilitate, prioritize, and manage calendar/ schedule meetings and calls with external parties as well as inter-office to ensure smooth arrangements of appointments and activities.
- Provide travel support including VISA application, travel claims, maintaining travel records, preparing itineraries, and managing meeting schedules for overseas trips
- Assist the executives in expenses management using Concur system
- Arrange corporate events that takes place outside of the office, such as IR meeting, off-site meeting, and investors events
- Any other General Affairs related matters as needed and co-work with other EAs in the team
Requirements
- Possess min 5 years of relevant experience in Office Administration or EA experience, preferably from a financial institution
- Proficient MS Office skills (mainly for itineraries and business meetings)
- Highly self-motivated, proactive, organized, detailed, efficient, well-balanced, and capable of managing workload w/multiple tasks and prioritizing tasks in a fast-paced environment
- Flexible and willing to learn
- Team-worker with good communication and interpersonal skills, self-starter and quick-learner
Why join us?
Prime Location: centrally located office space in the heart of Singapore
High-Growth: We have a team of highly ambitious professionals with a strong desire to learn and develop their skills.
Equal opportunity employer: We celebrate diversity and are committed to creating an inclusive environment for all employees.
Global exposure: With six offices and three affiliate offices around the region, Polymer teams work together to solve meaningful problems at scale.
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