ExploHub Assistant

Singapore, Singapore
01 Dec 2016
14 Jan 2017
Oil and Gas
Contract Type
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