ExploHub Assistant

Recruiter
Location
Singapore, Singapore
Salary
Competitive
Posted
01 Dec 2016
Closes
07 Jan 2017
Ref
5603BR
Sector
Oil and Gas
Category
Management
Contract Type
Permanent
Hours
Full Time
Job Description

  • To perform full spectrum of executive secretarial and administrative support to the Exploration division.
  • Coordinate and organize travel arrangements for staff missions, incl. flight booking, hotel reservation, transportation, verification of HSE and immigration requirements for the team.
  • Schedule, prioritise and confirm meetings, appointments and any other related engagements for the managements.
  • Provide secretarial duties to the managements in meeting their day-to-day responsibilities such as but not limited to arranging for meetings & travels, preparing expense claims & leave applications as well as to follow through on specific actions that need to be followed up.
  • Assist in the preparation of reports relating to the Company's business and presentation of papers for conferences.
  • Design & implement, in coordination with other assistants, an appropriate filing system and ensure that all relevant documents are systematically filed in a manner that meets Company's requirements in respect of security and confidentiality of the data.
  • Follow-up of internal and external correspondence: receiving/ sending, registering and filing.
  • Prepare the management monthly timesheets & provide ad-hoc documents when requested.
  • Maintaining the travel planner up-to-date according to travel & leave plans.
  • Undertake special assignments, ad-hoc functions and related duties.
  • Routinely monitoring of stocks supplies used in the office, ordering new materials needed.
  • A particular care will be taken to ensure that travel/hotel arrangement and amount of claims are compliant with the travel policy at all times.


Profile sought
  • Minimum of 3 years working experience as Personal Assistant
  • Certificate/Diploma in Professional Secretarial Course, admin or equivalent
  • Excellent writing, communication and interpersonal skills
  • Computer literate in MS Office
  • Meticulous, detailed and able to work under pressure
  • Able to work with minimum supervision
  • Able to multi-task/routine task and manage time