Join a team of professionals who are fuelled with Passion and Big Ideas, who provide comprehensive event management solutions and leave lasting impressions. Our Client is a travel agency who pride themselves for their constant eye towards detail, commitment to quality and originality. Located in Central Singapore, they now have a vacancy for a full-time position.

They are looking to hire a highly motivated Administrative Assistant to work in a fast-paced environment.

RESPONSIBILITIES:

1)    Reception and Customer Service

• Answer phone and questions using good etiquette standards; route calls and follow-up

2)    Provides Secretarial Support to Management

• Demonstrates appropriate discretion and judgment with sensitive and confidential information.
• Support departmental operations and programs.
• Type, format, proof-read, and suggest content edits for documents in Word or Excel or other software.
• Gathers, enter, compiles and maintains data in databases.
• Have initiative in producing admin reports, making charts, graphs, PowerPoint presentation slides, etc.
• Check mailbox & email, prioritize and coordinate responses and follow-up.
• Coordinates Follow-ups to customer questions, requests, complaints, and compliments.
• Coordinates Approvals: Verifies invoices and completes check requests for authorized signature. Coordinates approval / signature on forms, letters, etc.
• Manage Supplies and Equipment in a cost effective manner
• Maintain cleanliness of office equipment; arrange for vendor services like XEROX & air-con.
• Any ad hoc projects as assigned, liaise between all co-workers from top to bottom

3)    Manages Directors’ Schedules, if assigned (includes but is not limited to):

• Coordinate day-to-day schedule appointments and meetings.
• Screens directors’ incoming telephone calls and emails; triages meeting requests.

4)    Coordinate Meetings, retreats, conferences, and other special events (includes but is not limited to):

• Plan events as assigned including travel arrangements.
• Arrange meeting place, food service and audio-visual equipment when required.
• Disseminates and communicate to colleagues meeting date/time/place on written materials in advance. Prepares hand-outs and PowerPoint presentations.
• Records meeting minutes. Distributes minutes and meeting follow-up documents.

REQUIREMENTS:

Qualification     Diploma or Degree in any discipline

Special Training/Skills

• Microsoft Word skills: Required, verified via pre-employment testing.
• Microsoft Excel and PowerPoint: Preferred, verified via pre-employment testing.
• Editing software will be good. Data entry skills required; database management skills preferred.
• Demonstrated ability to work in a fast paced executive-level environment.
• Time management, multi-tasking, and effective prioritization / organization skills.
• Demonstrated ability to effectively deal with staff, physicians, Board of Trustees members, patients and visitors using a professional and courteous manner.
• Excellent public relations, customer service, and diplomacy skills.
• Able to perform complex assignments independently.
• Creative, innovative, flexible.
• Excellent oral/written communication skills. Ability to compose, edit, and produce written materials accurately and effectively. Required editing skills include spelling, punctuation, grammar, format and structure.

Work Experience

A minimum of 3 years with extensive customer service, computers, word processing, spreadsheets, data entry and other software applications as applicable to the position.

Physical Abilities

• Must be able sit for up to 4 hours at a time.
• Must be able to use a telephone, computer (Mac computer knowledge preferred), and calculator.

Compensation & Benefits

• Five-day work week
• Performance bonus

Interested applicants please send your latest CV in MS Word Format Only to adminasst@hrx.sg and state the following information or apply online.

• Current/last salary & expected salary
• Earliest availability

Esther Ting (R1324643)