Job Description

Our client is one of the leading logistics companies in the ASEAN region.

Summary
Provide full administrative and secretarial support at a senior level to the Group Managing Director to ensure the smooth management of GMD's day-to-day affairs, and most effective use of his time.
It will include handling sensitive and complex issues in a professional and objective manner, and especially in the Director's absence - take appropriate initiatives to support GMD.

Main responsibilities:

• GMD's electronic diary, assessing priority of appointments and reallocation as necessary.
• GMD's travel arrangements (including visas/accommodation).
• Process GMD's correspondence, ensuring that incoming correspondence is dealt with by GMD/or on behalf of GMD, or other staff as appropriate.
• Maintain GMD's office systems, including data management and filing.
• Maintain records of GMD's contacts.
• Screen calls, enquiries and requests, and deal with them when appropriate.
• Assist GMD in researching and following up with action on matters which fall within GMD's responsibility - chasing responses, triggering follow-up action.
• Produce documents, briefing papers, reports, and presentations for GMD.
• Organise meetings and ensure that GMD is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers.
• Manage arrangements for Group monthly management meeting including board meetings with JV partners, Principals, Agents, and others. It includes production/distribution of agenda, minutes of meeting, etc.
• Advise GMD and monitors adherence to HR matters especially, employment rules, recruitment matters, Government funding arrangement.
• Meet and greet visitors at all levels of seniority.
• Supervise all incoming/outgoing mail.
• Any other duties as may reasonably be required by GMD.

Requirements:

• Min. Degree level or equivalent.
• Possess at least 5 years' experience as Personal Assistant to support senior management level.
• Candidate with experience in using electronic diary management is a plus
• Experience of working in a Freight Forwarding/ Logistics industry is preferred.
• Knowledge of Singapore's employment rules and regulations.
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the industry.
• Ability to organise and plan own work.
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible, pro-active approach to work including the ability to prioritise and re-prioritise.
• Ability to work on own initiative.
• Proficient in Microsoft Office Word, Excel, and PowerPoint.