Senior Secretary (Based in Singapore)

The Role

This position will provide secretarial and administrative support to the Head of Department.

Job Responsibilities

- Support & Calendar Management

Manage and coordinate calendars, meetings, logistics (venues, refreshments) for corporate events where required.

- Handle travel arrangements, itineraries, and claims.

- Stakeholder Coordination & Communication

Act as a key point of contact for internal and external stakeholders in a timely manner.

- Facilitate communication and coordination across departments to support business operations and management requirements.

- Documentation & Administrative Management

Prepare, compile, distribute, and maintain reports, presentation materials, meeting minutes, business correspondence, approval papers, and other documentation.

- Manage lease documents and maintain tracking records for approvals, agreements, and related documentation.

- Maintain proper filing systems, records management and staff-related listings (organisation charts, rosters)

- Coordinate corporate gifting matters, gift declarations, festive initiatives, and staff engagement activities.

- Expense, Claims & Approval Administration

Process and track approvals, claims, reimbursements, disbursements and expense-related matters, including business travel, entertainment, medical, and health screening expenses.

- Ensure timely submission, accuracy, and compliance with internal policies and procedures.

- Office Administration & Procurement

Oversee office operations and administrative support for the Centre Management Office (CMO) (office supplies, pantry provisions, equipment, software licenses).

- Coordinate procurement processess (quotation requests, purchase requisitions, invoice processing, asset tracking, and disposal activities).

- IT, Systems & Staff Administration

Coordinate onboarding and offboarding matters (system access, shared drives, folders, email groups, and IT-related requirements).

- Liaise with IT on system (access reviews, software licenses, audits, and compliance requirements).

- General Administrative Support

Support office events and staff engagement activities.

- Perform reception coverage and ad hoc duties as assigned.

Job Requirements

- Diploma / GCE ’A’ level / Private Secretarial Certificate.

- At least 7 years of secretarial and / or executive support experience.

- Trustworthy to handle confidential matters.

- Meticulous, organised and have good initiative.

- Proficient in MS Office.

- Good effective communication both verbal and written.

- Proficient at resolving issues and able to adapt to changes in planned workflow.

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