Executive Asst

Responsibilities and Duties

• Perform collation of data, including the preparation of statistical graphs and timely submission on daily, weekly and monthly reports.
• Planning of staff rotation shift roster at department level. Coordination with Assistant Manager on Customer Contact Centre (CCC) resource deployment to meet daily operation needs.
• Provides operational support including updating of emergency gateway, send and collect vetting referral between clinics etc.
• Support telecommunication admin duties including for billing and payments, issuance of corporate duty phones, inventory, procuring, distribution and liaising with telco closely on corporate subscription plans.
• Assist in coordinating daily administrative duties when required eg. raising purchase requisition, e-payments, process incoming and outgoing mails, office supplies, mobile phones inventory, lockers assignment, department IT needs.
• Maintain filing system in the department pertaining to vendors’ agreement, invoices, purchases, receipts, minutes of meeting, P-file records (E. g. MC, Training Records). This includes scanning and e-filing of photos and documents.
• To arrange and coordinate meeting and trainings such as setting up of laptops, prepare meeting rooms, attendance list, minutes of meeting, order refreshments (if needed).
• Co-ordinate training for departmental staff to attend internal/external courses.
• Backup as Secretariat (writing notes of meetings, collation of slides for presentation) and logistics support for department meetings and events (team-bonding, etc)
• On-boarding for department staff, orientation, arrangement for department passes and desks.
• Procurement of office supplies and support for IT and facility maintenance issues when required.
• Raising of ePay and purchase requests.
• Maintain subscriptions and licenses and copyright purchases for the department.
• Management and tracking of department assets and inventory such as shared EUC and display monitors.
• Other duties as assigned.

Job Requirements

• GCE A level or diploma holder.
• At least 2-3 years of prior working experience in a similar capacity.
• Proficient in Microsoft office Suite (particularly in Excel & Powerpoint).
• Good Organizational and interpersonal skills. Ability and willing to multi-task.
• Ability to work efficiently and independently. A good Team player.
• Display good communication skills.
• Possesses high degree of initiative.

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