Job Description

\\Temporary assignment: 10th to 31st July 2024Location: Raffles PlaceHours: 8.30am to 5.30pm (Monday to Friday)Client: International head hunting firmResponsibilities\xc2\xb7 Welcomes visitors by greeting them, in person or on the telephone in a professional, friendly and courteous manner; answering, screening and referring inquiries.\xc2\xb7 Directs visitors appropriately and notifies the Consultant\'s Assistants of visitor arrivals. Serve drinks.\xc2\xb7 Maintains a safe and clean reception area at all times.\xc2\xb7 Ensure all calls are forwarded to voicemail at the end of the day and turning on the switchboard by 9am during workdays.\xc2\xb7 Maintenance of all meeting room facilities, with the help of IT support.\xc2\xb7 Ensures the smooth running of entire office including lighting, air-conditioning, general cleanliness, plants, flower arrangements.\xc2\xb7 Assist in all video conferencing setup. For after office hour VC, check and assign to EA as per rotation basis. Prior to that, ensure all arrangements (including air-con application with building management) have been taken care, as well as the respective offices.\xc2\xb7 Monitor and replenish pantry supplies (fruits, nuts in the dispenser machine, refreshment supplies, beverages, etc. Ensure that pantry is always clean and tidy. Ensure kitchen equipment are in working condition.\xc2\xb7 Monitor and replenish office stationery to avoid out-of-stock situation\xc2\xb7 Coordination of printing of company name cards or other materials.\xc2\xb7 Mail and courier - daily collection of mail from the building postbox (basement); sorting and distributing them; and sending out letters and packages when requested.\xc2\xb7 Assist Finance Manager to update leave record in Teams.\xc2\xb7 Support EAs in logistics preparation for all company-led events i.e. sourcing for venue, menu, creating Events in Orchestra, track RSVP, liaise/finalise with hotel (or other venue) on headcount, tent cards, gifts for guest, photo taking, etc.\xc2\xb7 Assist in part of New Joiner Onboarding Program such as office orientation (fire alarm, health and safety), booking of meeting rooms including use of audio and visual equipment, handling of switchboard including forwarding to voicemail in the evening and turning on the system in the morning.\xc2\xb7 Perform other duties as assigned from time to time including providing back-up relief for EAs:Consultant related:\xc2\xb7 Organise consultants offsite.\xc2\xb7 Restaurant reservation for individual consultants.\xc2\xb7 For Overseas Staff Candidate - act as the main liaison to coordinate with respective EAs for Consultants\' availability. Ensure meeting room is booked when meetings are confirmed. Assist to book hotel accommodation upon request.\xc2\xb7 Assists with hotel reservations for visiting overseas consultants. Reconfirm visitor\'s return flight or make changes to flight.

Office Secretaries