Main Purpose
The team secretary is responsible for a high level of administrative & organizational support to the team members.
The team secretary is expected to:
- demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature;
- establish work priorities and remain flexible;
- efficiently respond in a calm and effective manner to a variety of demands and projects;
- demonstrate effective verbal and written communication skills;
- meet established deadlines;
- establish and maintain good working relationships with all levels of the organization;
- work independently and make sound decisions to the degree necessary for the successful performance of assigned duties
Key Responsibilities
Travel arrangement
- Coordinate business travel arrangements with travel agents, including flight bookings, ticket issuance, hotel reservations and other travel-related requirements-land transfers etc.
- Ensure all necessary travel approvals are obtained in accordance with company policies and procedures before confirming bookings
- Liaise with travel agents and travelers to manage travel requests, confirm itineraries and coordinate any changes or cancellations
- Prepare documentation and submit applications through online e-Visa platforms, CIBT or Embassy
Secretarial support
- Attend to incoming telephone calls, direct calls to the appropriate team members and take messages, if needed.
- Proactively provide administrative support to team members, including coordinating appointments, handling queries and assisting with daily operational needs.
- Liaise with Department Heads to schedule meetings, coordinate activities and follow up on-agreed assignments and action items.
- Gather, complie and analyse information and data from various sources to support team initiatives and assist in preparing accurate and timely reports.
- Prepare agendas, correspondence, memoranda and other administrative documents. Review, route and respond to emails and correspondence on behalf of team members when appropriate.
- Manage and maintain stakeholders’ calendar, including scheduling meetings, appointments and other activities.
- Arrange transportation and logistics for visiting guests and business visitors.
- Coordinate with Company Secretaries and Contract Administration Teams to facilitate document signing, obtain authorized signatures and ensure proper documentation.
- Coordinate the planning and organization of corporate events, including venue arrangements, catering, logistics and liaison with vendors to ensure smooth and successful execution.
- Liaise with customers, vendors and external stakeholders to coordinate meeting schedules and ensure timely preparation and submission of accurate reports.
- Provide administrative and coordination support to team members in liaising with bankers, lawyers, suppliers, customers and relevant government authorities on various business and official matters.
- Provide additional administrative and operational support, including handling ad-hoc requests from team members as and when required.
Key Responsibilities
- Min 5 years of relevant work experiences
- Good communication and interpersonal skills
- Good team player
- Understand the necessity for confidentiality
- Motivated and enthusiastic
- Diploma or professional relevant certification is preferred