Team Secretary

Description

The Team Secretary is responsible for maintaining a courteous and professional presence while serving as the primary point of contact for the Board, employees, and visitors. This role involves managing office administration processes and systems to ensure they operate smoothly and effectively. Additionally, the Team Secretary is tasked with overseeing the organization and upkeep of the office, ensuring a well-maintained, efficient, and professional work environment that reflects positively on the organization. This includes managing meeting arrangements, coordinating schedules, and assisting with other office-related tasks to support overall operations. Nextbeat Singapore Pte.Ltd. EA License Number: 22C1267

Responsibilities and Duties

* Provide comprehensive support to the GCEO and GCFO across all secretarial and administrative functions. * Oversee calendar management for GCEO and GCFO, coordinating meetings and schedules with external parties. * Arrange travel logistics, including booking flights, transportation, hotel accommodations, and dining reservations. * Support senior management with meeting arrangements for the Board, committees, and departments, ensuring preparation of necessary documents and board materials. * Conduct general office and clerical duties, including scanning, faxing, copying, filing, and preparing reports or presentations. * Manage office supplies for the pantry, IT, telecommunications, and cleaning, as well as handle mailroom, courier services, and driver scheduling. * Answer and route phone calls, ensuring they reach the appropriate personnel. * Liaise with departments and external vendors for all office-related tasks. * Assist with ad-hoc duties as assigned by management. * Oversee meeting room bookings, refreshment preparation, and room cleanliness. * Welcome guests, ensuring they receive refreshments, and coordinate catering for meetings as required. * Maintain professional communication across phone, email, and mail channels. * Undertake any other tasks as needed by Management.

Qualifications and Requirements

* Holds a recognized certification or diploma in Private Secretarial studies. * Previous experience in an administrative role. * Proficient in computer skills, especially Microsoft Office (Outlook, Word, Excel, and PowerPoint). * Strong organizational abilities, able to multitask, prioritize tasks, and work effectively within tight deadlines. * Detail-oriented, organized, and maintains a tidy workspace. * Team-oriented with a positive outlook. * Possesses excellent interpersonal skills and demonstrates professionalism with colleagues and visitors. * Proactive approach with a commitment to creating a positive experience for others. * Eager to learn and develop new skills to enhance job efficiency and effectiveness.

Working Condition

Working hours

5 days / 44 hours