Job Description

Job Summary Responsible for providing secretarial support to Head of APAC & administrative support for the office.
Duties & Responsibilities Secretarial Support

• Provide secretarial support to Head of APAC
• Follow up and co-ordinate meetings and trips with third parties
• Manage active meeting calendars & phone coverage
• Schedule and coordinate meetings and conference calls with internal/external groups globally
• Gather, organize, and prepare materials for internal/external meetings
• Book travel, follow-up on reservations, and produce itineraries for upcoming travel
• Prepare/edit PowerPoint Presentations and Excel documents
• Build and strengthen relationships within the organization, liaise with other departments
• Research preliminary materials for internal and external presentations
• Assist in preparing exhibits for internal and external presentations
• Draft letters, memos and notes to third parties

Administrative Support

• Provide proactive, thoughtful, high-quality administrative support through responding to daily inquiries and managing ongoing business needs
• Maintain a comprehensive filing system, assist with booking of meeting rooms and in application for Business cards
• Prepare, coordinate, and collaborate meeting needs for external guests
• Assist with onboarding support for new hires (preparing laptop, building & office pass)
• Assist to set up conference calls on a request basis for head office
• Provide logistics support including sourcing of accommodation for guest/visitors. Assist in preparing agenda for visitors whenever necessary.
• Disseminate information to all on notice / memo given by Building Management on road closure and fire drills
• Planning for local restaurant bookings / order in lunches for guests.
• Assist in planning, coordinating the activities involved in purchasing materials, delivery/ replenishment of products, equipment and services
• Run errands that may include but are not limited to picking up the mail, getting the, getting groceries, going to the Post Office, and other errands as needed.
• Help keep the office clean and tidy
• Assist to set up & clean up after office lunches/catering/gathering
• Assisting various departments with ad-hoc administrative duties

IT Support (Coordination with IT Vendor)

• Provide 1st level helpdesk support or desk side support to company employees
• Testing and fixing faulty equipment
• Liaise with IT Vendors for 2nd level escalated/unresolved issues
• Printer and related equipment troubleshooting
• Software and hardware installations, support, and troubleshooting, including Microsoft products and business specific applications
• Ensures proper licensing of softwares, warranty of hardware & manage all IT asset inventory
• Setup computers and IT equipment for internal users
• To perform routine check & support in upkeep & maintenance in air-con, electricity, water, telephone, photocopier machine, fax, alarm, fire extinguisher etc.
• To coordinate & liaise with contractor or service provider to carry out facilities upgrading, maintenance & repair activities.

Covid Safety Support

• Ensure compliance on precautionary measures are in place for Coronavirus support
• Monitor temperature of visitor via temperature screening equipment or handheld thermometer.
• Ensure visitors complete the necessary health declaration form and check-in/out process as per government guidelines e.g SafeEntry, TraceTogether etc.
• Ensure safe management at point of entry (safe distancing individuals, wearing of mask etc.)
• Ensure stock level of PPE e.g. face masks, disinfectant, hand sanitizers etc as per required for different stage the possible pandemic

• Minimum 2-3 years’ relevant experience in a similar role locally
• Ability to handle multiple tasks simultaneously and be a resourceful team-player
• Excellent analytical, verbal, and written communication skills
• Excellent organizational skills, including the ability to manage busy schedules, establish office systems, and the ability to work accurately and to consist of high-standards under pressure to meet deadlines
• Proficient in Microsoft Excel, Word and PowerPoint
• Strong ability and initiative to work in a dynamic, fast paced environment