Executive Secretary

**Reports To:**General Manager

Job Purpose:

We are seeking a highly organized and proactive Executive Secretary to provide comprehensive administrative support to the General Manager and other senior leadership staff. This role requires a detail-oriented professional who can manage multiple tasks efficiently and contribute to the smooth operation of the organization. As an Executive Secretary, you will be a key liaison between the senior management team and other stakeholders, ensuring effective communication and timely execution of tasks.

Job Responsibilities:

Administrative Support

1. Provide high-level administrative assistance to the General Manager and senior leadership team, ensuring their schedules and responsibilities are managed efficiently.
2. Call Screening - Manage incoming calls to the General Manager’s office, screening and redirecting them as necessary to ensure effective use of time.
3. Calendar Management -Oversee and manage the General Manager’s calendar, ensuring appointments and meetings are efficiently scheduled and prioritized.
4. Document Preparation - Prepare presentations, agreements, letters, and memos in a timely and professional manner, ensuring high-quality output.
5. Documentation Management -Draft and prepare various forms of correspondence, including letters, memos, reports, and invoices, ensuring accuracy and professionalism in all communications.

Meeting Coordination & Documentation

1. Organize and attend Management Committee meetings on behalf of the executives.
2. Take detailed meeting minutes and ensure all relevant actions are followed up on promptly.
3. Manage all aspects of meeting logistics, including sending out notices, preparing necessary documents, and distributing minutes to members.
4. Attend weekly, Head of Department (HOD), and ad hoc Management Committee meetings, providing necessary support and documentation as required.

Communication Management

1. Receive and review incoming communications on behalf of the senior staff. Prioritize messages, summarize key points, and ensure appropriate distribution to relevant parties.
2. Correspondence Handling - Manage incoming and outgoing correspondence with a focus on confidentiality and efficiency, ensuring timely responses and action.

Office Operations

1. Maintain accurate and organized records, ensuring a smooth flow of administrative tasks and documentation across the office.
2. Undertake various other administrative duties as assigned by management, contributing to the overall efficiency of the office.

Implementation of Directives

1. Execute the directions provided by the General Manager, ensuring all tasks are carried out in line with their expectations and timelines.

Relationship Management

1. Foster and maintain positive working relationships with the Management Committee members and the broader Management Team, ensuring smooth collaboration and communication.

Others:

1. Follow the workplace safety and health system, safe work procedures or safety rules implemented at the workplace
2. Not engage in any unsafe or negligent act that may endanger yourself or others working around you.
3. Use personal protective equipment provided to you to ensure your safety while working. You must not tamper with or misuse the equipment.
4. Any other duties as assigned by Management.

Qualifications and Education Requirements

• Degree in Administration/ Management with minimum 3–8 years of relevant experience in contract administration, or executive secretarial roles.
• Prior experience in governance, constitution drafting or regulatory compliance will be an added advantage.
• High level of discretion in handling confidential information.
• Excellent organisational and time management skills with the ability to prioritise effectively.
• Meticulous team player, results oriented, ability to navigate through ambiguity challenges.
• Strong communication and interpersonal skills
• Proficient in Microsoft Office (Word, Excel, PowerPoint).

Benefits in joining SRC:

• Staff meal
• Birthday leave
• Holistic medical & insurance health benefits for staff
• Central location. Easy access to public transport

For further information, please visit us at www.src.org.sg

We regret that only shortlisted candidate will be notified.