JD for the role of Administrative Assistant
Position Description

We are looking for an Administrative Assistant and or Senior Admin Assistant to join the Singapore admin team to support multi-function teams (approx.) 15 employees. This is a very multifaceted role which requires a hand-on approach, excellent organisational skills and an aptitude for problem solving.

Responsibilities

Coordinating & scheduling internal/external meetings -Coordinate client meetings for managers and handle the scheduling, agenda preparation & circulation, meeting materials preparation, meals/refreshments and other logistics such as conference call dial in and VC connections and prepare meeting materials as needed;
Maintaining calendars – Stay up-to-date and knowledgeable of the managers & teams calendars and ensuring the global organisation calendars and local calendars are consistent
Scheduling Client Meetings in global offices - coordinate with assistants in global offices to facilitate in the smooth set up &running of the meetings. Preparation of any travel agendas and meeting materials.
Video/audio conference setup among global offices
Travel and hotel booking - know the travel policy and ensure that policies are adhered to i.e. hotels within budget, class of travel etc., booking of flight & hotel for the team, ground transportation, preparation of travel itineraries.
Expense reports and reimbursements – Process expense reports through the Concur system; monitor and track managers’ expenses until reimbursement; Reconcile monthly credit card statements to all expenses ontime
Filing and organizing administrative paperwork
Invoicing

Position Requirements

5+ years of experience for the Administrative Assistant role will be considered, while those with more extensive experience may be considered for the Senior Administrative Assistant position.
Highly organised with effective time management skills and attention to detail
Computer literate
Demonstrate above average interpersonal communications
Possess the ability to work effectively with others
Demonstrate proficiency with technological tools
Focus on specific goals, and demonstrate a sense of personal accountability and urgency for achieving results
Foster a sense of teamwork, assisting others when needed/required

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