Job Description

Job Title : Administrative Assistant Location : 601 Macpherson Road (Tai Seng MRT) Department : Central Admin Department

Job Summary: The Administrative Assistant plays a crucial role in maintaining the smooth operation of the Central Admin Department by providing administrative and clerical support to enhance the efficiency and productivity of the team. This position involves a wide range of tasks, including managing correspondence, scheduling meetings, and performing general office duties. The ideal candidate should be highly organized, detail-oriented, and able to handle a variety of responsibilities in a fast-paced environment.

Key Responsibilities:

1. Calendar Management: Maintain and organize the supervisor\'s schedule, including arranging meetings, appointments, and travel plans. 2. Communication: Handle incoming and outgoing communications, such as emails, phone calls, and written correspondence. Ensure timely responses to inquiries. 3. File and Data Management: Organize and maintain physical and electronic records, documents, and databases. Ensure the confidentiality and security of sensitive information. 4. Meeting Coordination: Arrange and coordinate meetings, including setting up conference calls, reserving meeting rooms, and preparing materials. 5. Office Supplies: Monitor and replenish office supplies and equipment as needed to ensure a well-equipped and functional workspace. 6. Document Preparation: Draft, edit, and format various documents, reports, and presentations as required. 7. Visitor and Guest Management: Greet and assist visitors, clients, or other staff members, ensuring a professional and welcoming atmosphere. 8. Travel Arrangements: Arrange travel itineraries, accommodations, and logistics for team members as necessary. 9. Expense Reporting: Assist in managing and reconciling expense reports and receipts. 10. Team Support: Provide support to the [Insert Department] team as needed, including coordinating projects and assisting with special tasks. 11. Ad hoc Tasks: Perform miscellaneous administrative tasks and projects to support the department\'s objectives.

Qualifications:

• High school diploma or equivalent.
• Proven experience as an administrative assistant or in a similar role.
• Proficiency in using office software (Microsoft Office suite, email, and other relevant applications).
• Strong organizational skills with attention to detail.
• Excellent written and verbal communication.
• Ability to maintain confidentiality and handle sensitive information.
• Adaptability and ability to work well in a team.
• Strong time management and multitasking abilities.

Working Conditions: This position typically operates in a professional office environment. The Administrative Assistant may be required to work occasional evenings or weekends to accommodate specific tasks or events.

How to Apply: Interested candidates should submit a resume and cover letter detailing their qualifications and relevant experience. HL Careers is an equal opportunity employer and encourages candidates from all backgrounds to apply.