- At least 10 years of relevant secretarial and administrative experience gained in faster paced work MNCs
- Prior secretarial experience supporting Senior Heads would be required
- Added exposure supporting the Sales/Marketing teams before would be useful but this is not a must
Our client is a global PE firm backed by a blue chop and international asset management firm based in town. It offers generous benefits (e.g. 24 days leave, attractive var bonus) and a 1 day per week WFH arrangement. There is also flexi start time work arrangement (subject to managers’ approval).
For this role, you will report to the Office Manager with 2 dotted line reporting to 3 senior Heads (at MD level).
It is seeking an organized and detail-oriented Team Secretary to provide secretarial and administrative support to the 3 senior heads.. This candidate will play a key role in ensuring smooth operations within the teams, including managing administrative tasks, coordinating meetings, and facilitating communication across various departments.
This position will also include procurement responsibilities such as invoice processing and purchase requests for the office. The ideal candidate must demonstrate excellent organizational skills, a proactive approach, and the ability to manage multiple tasks efficiently.
Role and Responsibilities
1. Administrative Support:
- Provide comprehensive administrative assistance, including scheduling appointments, handling phone calls, and addressing inquiries.
- Ensure efficient operation of the department by managing daily administrative tasks.
- Organize and maintain files, records, and documents related to team activities.
- Assist with creating and updating reports, spreadsheets, presentations, and other relevant materials.
2. Meeting and Event Coordination:
- Organize, schedule, and manage meetings, conferences, and team events.
- Prepare agendas, take minutes, and ensure follow-up actions are communicated and completed.
- Ensure meeting logistics are well organised, including the availability of necessary resources and materials.
3. Communication & Correspondence:
- Serve as a key point of contact for internal and external communications with stakeholders, clients, and other departments.
- Manage communications, including emails, phone calls, and messages, ensuring timely and accurate delivery of information.
4. Travel & Logistics Coordination:
- Coordinate travel arrangements including itineraries, accommodation, transportation, and visa applications.
- Manage the logistics of business trips, ensuring all requirements are handled, including expense reports and reimbursements.
5. Procurement & Invoice Management:
- Process purchase requests and coordinate procurement activities for the department.
- Process and check invoices, ensuring accurate matching with purchase orders and timely submission for payment.
- Maintain records of purchase orders, invoices, and other procurement documentation.
6. Event and Project Assistance:
- Assist the Director of Marketing & Corporate Communications in organizing company events, workshops, and projects.
- Provide ongoing administrative support during project execution, helping with the coordination of timelines, tracking deliverables, and ensuring deadlines are met.
Preferred Skills
- At least 10 years of relevant secretarial and administrative experience gained in faster paced work MNCs
- Prior secretarial experience supporting Senior Heads would be required
- Strong on multi-tasking and performing extensive travel arrangements for the heads and the investment/sales teams.
- Mature with a steady cv
- Added industry exposure covering financial service or professional service will be useful but this is not a must.
- Added exposure supporting the Sales/Marketing teams before would be useful but this is not a must
- Detailed and a strong multi-tasker
- High level of confidentiality, professionalism with exceptional interpersonal and communication skills.
- Self-motivated, meticulous, well-organized and detail oriented with the ability to multitask.
- Strong team player and agile.
- Proficient in MS Office, Word, Excel and PowerPoint.
- Has a good command of written and spoken English.
Qualifications and Education Requirements
- Degree / Diploma in Business or equivalent
Plus pts:
- The co is a very good MNC brand name that offer good perks including leave day entitlement of 24 days (per annum) and generous medical benefits.
- The co also offers good var bonus for performers
- The co is based in town. It also allows 1 day WFH arrangement.
To apply, please send your cv in word doc to [email protected]. Please also include details on your current salary, expected salary and notice period in your cv.
We regret to inform that only shortlisted candidates will be notified.
Posted by: CAP Consulting (EA license: 14C7175)
Caroline Poh (EA Registration: R1105649)
Date Posted - 2 June 2025
Job Types: Full-time, Permanent
Schedule:
- Monday to Friday
Work Location: In person
