Duties and Responsibilities
Personal Assistant

• • Support the chairman in the areas of travel and transport arrangements, calendar management, claims submission, screening of calls and other ad-hoc duties as assigned.
  • Work with the chairman to plan, priorities and schedule meetings according to his requirements. Coordinate internal meeting arrangements so that all parties are ready and prompt in attending meetings with the chairman.
  • Prepare and compile meeting materials (such as presentation decks, files, reports, and other information) ahead of time. Follow up with relevant parties to ensure timely submission of materials prior to the meeting.
  • Ensure all physical and virtual meetings are properly set up prior to the actual meeting time so that the meeting can progress smoothly without any technical glitch or other inconveniences.
  • Where required, attend meetings/ discussions with the chairman and record minutes of meetings/ discussion, including persons responsible for the follow-up action points and timeline for completion. Follow up with relevant parties and record progress of follow-up action items prior to the next meeting.
  • Support the chairman in the management of his IT equipment (e.g., laptop, printers, and office phone), mobile devices as well personal and corporate software applications.
  • Support the chairman in planning, organizing, and executing personal matters, such as, but not limited to, personal travel and transportation matters, personal entertainment and events, personal purchases and processing of work passes for domestic helpers.

General Administration
Office Administration

• • Manage services required for smooth running of office operations.
  • Negotiate and maintain procurement and service contracts for office needs.
  • Check and verify office admin related invoices for approval.
  • Track and maintain office stationery and supplies.
  • Manage building and office access passes and database.
  • Maintain a proper system of tracking vendor agreements, contractual fees, duration of engagement and renewal cycles.
  • Arrange delivery of gifts to Board members or Directors on their birthdays.
  • Where required, manage office renovation projects.
  • Where required, provide temporary backup for receptionist duties.

HR Administration

• • Maintain proper HR filing records and ensure they are organized for easy retrieval and reference.
  • Prepare HR documents, such as employment contracts, organization charts, orientation materials and relevant checklists, and follow through on the process as necessary.
  • Provide support to the recruitment process as well as staff on/off-boarding.
  • Coordinate the performance management and goal setting cycles and follow up with managers and employees on completion of forms.
  • Provide support to the administration of employee benefits and welfare programs, such as annual health screening, group insurance renewals and arrangement of staff vouchers, get well baskets, baby gift sets and wreaths.
  • Manage the training database and provide support on training registration and claims where required.
  • Process work pass applications, renewals, and terminations as and when required.
  • Manage and keep track of all events and key timelines/cycles in the HR calendar.

Requirement

• • Degree holder in business administration or any related discipline with at least 8 years' experience in the PA, Business Support and Administration function.
  • Excellent spoken and written Communication.
  • Critical thinking, analytical and problem-solving skills.
  • IT savvy; proficient in MS Office applications (Outlook, Word, Excel, PowerPoint), web- based applications, mobile applications, and social media tools.
  • Experience in project/ event planning and management.
  • Great team player with proactive and responsive communication.

Interested Candidates may send their resume and cover letter directly to [email protected] ,stating the position as the subject title in the email.
Hibah Bakhtavar | EA License No. 02C3423 | Personnel Registration No. R21103109

Hibah Bakhtavar EA License No.: 02C3423 Personnel Registration No.: R21103109

Please note that your response to this advertisement and communications with us pursuant to this advertisement will constitute informed consent to the collection, use and/or disclosure of personal data by ManpowerGroup Singapore for the purpose of carrying out its business, in compliance with the relevant provisions of the Personal Data Protection Act 2012. To learn more about ManpowerGroup's Global Privacy Policy, please visit https://www.manpower.com.sg/privacy-policy