Secretary & Office Administrator

Secretary & Office Administrator

We are seeking an experienced and detail-oriented Executive Secretary to provide administrative support to the Executive team. You will be responsible for ensuring the smooth operation of the office, managing communication channels, scheduling appointments, and handling multiple tasks efficiently.

Job Highlights

• • Industry: Oil & Gas Construction Engineering
  • 5 days works (Mon-Fri: 8.30am – 5.30pm)
  • Permanent Position

JOB DESCRIPTION

1. Handle confidential information with discretion and professionalism.
2. Communicate effectively with other departments and external business partner.
3. Plan and coordinate events and conferences as required.
4. Coordinating and perform administrative task and company activities
5. Provide general administrative support, including taking phone calls, handling inquiries, and managing the Director office calendar.
6. Administrative support to Company Director, ensure that services are provided in an effective and efficient manner.
7. Tracking deadline & follow up action items ready to update in subsequent meeting.
8. VIP ‘s guest reception execution
9. Performs general Admin functions (upkeep office equipment, copying, faxing, data entry, filing, answering telephone, greeting individuals, etc.) for the purpose of supporting office operations.
10. Prepares a variety of documents (correspondence, agendas, minutes, reports, bulletins, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
11. Receive, direct and relay telephone messages and fax messages of Director’s Office, determines which are priority matters and alert the executives or management accordingly.
12. Assist and coordinate in the planning and preparation of meetings, conferences, appointments, and calendar of GM. Administer inter-office communication, other correspondence, and transactions.
13. To disseminate information to staff regarding changes to documents, policies, and procedures, providing clarification as needed.
14. Perform other duties as assigned by the Director office.

Requirement

1. Good Knowledge of Secretarial

• Proven experience as an Executive Secretary or similar role
• Attention to Detail

1. Communication Skills

• Excellent written and verbal communication skills
• Ability to maintain a professional demeanour under pressure and handle confidential information
• Preferred Mandarin speaking (As you will need to communicate with colleagues / supplier who are only able to speak in Mandarin)

1. Teamwork

• Work collaboratively with senior procurement staff and other departments.

1. Eagerness to Learn

• A proactive attitude to gain industry knowledge.

Qualifications and Experience

1. Education: Diploma or degree in Business Administration, Certificate in Secretarial or a related field.
2. Experience: Min 5 years in Secretarial and general admin role.

Perks & Benefits

• Employee equity
• Allowance (travel stipends, transportation, etc.)
• Nearby public transport
• Central location
• Flexible working hours
• Medical insurance
• Personal leave
• Sabbatical leave
• Paid training and development