Admin Assistant

Job description

Job Number 23207441
Job Category Administrative
Location Singapore Regional Office, 2 Harbourfront Place #06-08, Singapore, Singapore, Singapore VIEW ON MAP
Schedule Full-Time
Located Remotely? N
Relocation? N
Position Type Non-Management

JOB SUMMARY

Provides support to both the Vice President of Finance Operations and the Vice President of Finance and Controller. Performs other related tasks as assigned by management and the team. Complies with company policies and procedures.

CANDIDATE PROFILE 

Skills and Competencies

·  Excellent level of English is essential (verbal and written).
·  Strong administrative background - able to work on their own initiative, ability to effectively communicate with guests, owners and co-workers.  Flexibility of role dependent on business needs.
·  Strong team relationship development and peer management skills.
·  Ability to design and implement successful tracking of e-mails, documents and spreadsheets.
·  Ability to adapt and learn fast, being a disciplined time manager.
·  Be open-minded, with strong communication skills (verbal, listening, writing).
·  Strong, clear and detail-oriented housekeeping and organizational skills.
·  Proactive and reliable, with team player mindset.
·  Ability to use standard software applications such as Word, Excel and PowerPoint.
·  Ability to assist in preparation of quality PowerPoint presentations.
·  Ability to develop and maintain relationships e.g. associates, customers, owners.
·  Able to use initiative and work under minimal supervision.
·  Able to organize meeting, arrange travel plan / schedule 

CORE WORK ACTIVITIES 

·  Maintain confidentiality of proprietary materials and information.
·  Protect the privacy and security of guests and coworkers.
·  Follow company and department policies and procedures.
·  Ensure uniform and personal appearance are clean, hygienic, professional and in compliance with company policies and procedures.
·  Perform other reasonable job duties as requested by reporting manager
·  Works with the finance team members to develop key stakeholder presentations, reports and updates, for meetings that support broader department-wide initiatives and communications.
·  Manage the calendar for the finance team including arranging meetings on-site and offsite, managing logistics, circulating agendas in advance, taking minutes, and ensuring successful execution of those meetings.
·  Composes, produces and signs correspondence on routine matters – with specific permission, sign for manager and release.
·  Produces and distributes team correspondence, presentations and other related documents as required.
·  Assists with the design and preparation of statistical reports as required.
·  Develop and submit expense reports for the Vice Presidents and team members, ensuring on-time submission and accuracy.
·  Creates and maintains shared folders and team performance tracking documents.
·  Manage travel booking for the Vice Presidents and team members including visa applications / renewals.
·  Coordinates various Team meetings.
·  Sets up conference calls.
·  Tracks team vacation and leaves.
·  Files and forward-traces a variety of documents.
·  Manages office supplies for area.
·  Maintains, collates and distributes all relevant activity reports.
·  Responds to various requests for help and information.
·  Complies with the company policies and procedures.
·  Performs other related tasks as assigned by management.  
·  Speak to guests and co-workers using clear, appropriate and professional language.
·  Talk with and listen to other employees to effectively exchange information.
·  Support all co-workers and treat them with dignity and respect.
·  Develop and maintain positive and productive working relationships with other employees and departments.
·  Partner with and assist others to promote an environment of teamwork and achieve common goals.
·  Handle sensitive issues with employees and/or guests with tact, respect, diplomacy, and confidentiality.
·  Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc.
·  Enter and retrieve information contained in computer databases to update records, files, reservation and answer inquiries from guests.
·  Transmit information or documents using mail, or facsimile machine.
·  Operate standard office equipment other than computers such as telephone, photocopier, and electronic peripherals.

 

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