Senior Administration Officer

Primary responsibilities are to support the Executive Management team by managing their calendars, coordinating meetings, preparing minutes, coordinating travel arrangements and site visits and other routine administrative duties.

1. Job Overview

Primary responsibilities are to support the Executive Management team by managing their calendars, coordinating meetings, attending meetings and preparing minutes, coordinating travel arrangements and site visits, coordinating corporate social responsibility activities, assisting with team building exercises and other routine administrative duties.

2. PRINCIPAL RESPONSIBILITIES

• Manage the diary of the Executives and arrange meetings as directed by managers of the Company.
• Attend designated Board committee meetings, meetings of the executives and annual and extraordinary general meetings and be the recording secretary of these meetings.
• Collate and submit reports for the Board, sub-committees of the Board and internal meetings.
• Manage communication and correspondence between the CEO’s office and other internal units of the organization as well as external parties, ensuring that proper records are maintained in the appropriate filing system.
• Coordinate the preparation of external forms and documents to support business functions such as banking transactions, statutory and compliance filings, etc, and ensure that queries are efficiently handled.
• Coordinate overseas travel arrangements and site visits for all members of staff.
• Assist with the coordination of team-building exercises and corporate social responsibility programs.
• Administer and collate data from staff and tenants’ surveys.
• Prepare the CIL section of the Balance Score Card on a monthly basis by 10^th business day each month.
• Coordinate the signing and stamping of lease agreements and other legal documents and assist the General Counsel with other tasks as assigned.
• Assist with the administrative duties associated with new real estate projects.
• Ensure social media posts and website information are accurate and up to date.
• Other duties that may be assigned from time to time.

3. QUALIFICATIONS AND EXPERIENCE

• Minimum of an Associate Degree or equivalent in Management, Business Administration or a related area
• At least 3 years of experience as an Administrative Assistant
• Experience in handling sensitive corporate and key personnel data.

• Proficiency in MS Word, Excel and PowerPoint is required.

4. KEY COMPETENCIES

• Strong organizational and time management skills
• Ability to strictly adhere to confidentiality guidelines, protecting sensitive information and maintain the highest level of privacy
• Detail oriented and highly focussed
• Strong oral and verbal communication skills
• Excellent writing skills and proficiency in the English language
• Good interpersonal and conflict management skills
• Self motivated and demonstrate initiative and problem solving abilities

5. WORKING CONDITIONS

• Desk-bound duties
• Continuous viewing of a computer screen
• Frequent use of the telephone