Secretary

Job Overview

We are seeking a proactive Executive Support professional to provide high-level administrative support to senior management. The role covers calendar and meeting coordination, reporting, procurement and payment processing, as well as managing travel arrangements and housing for management secondees. You will also coordinate HQ visits, stakeholder engagements, and company events, while ensuring smooth day-to-day office operations.

This role is ideal for someone who is highly organised and thrives in a multifaceted environment. It offers strong exposure to senior stakeholders and cross-functional projects—making it an excellent opportunity to further develop your administrative expertise and business acumen.

Job Responsibilities

• Provide comprehensive secretarial support to senior management, including complex calendar management, meeting coordination, expense claims, document drafting, filings, and business reservations.
• Manage document processing, procurement activities, and perform payment verification and authentication (e.g., invoices, approval requests) in compliance with internal policies.
• Prepare and draft meeting minutes and reports in both English and Chinese, including weekly and quarterly submissions to HQ in Beijing.
• Oversee housing arrangements for Management Team secondees, including agent liaison, lease negotiations, rental processing, and maintenance coordination.
• Manage and coordinate HQ delegations, business visits, MOU signings, and stakeholder engagements, ensuring smooth execution of travel logistics, quotations, and internal compliance processes.
• Oversee the company’s travel desk functions, including end-to-end business travel arrangements (flights, hotels, visas, transport), vendor management, travel reporting, and corporate travel agency tender processes.
• Plan and organize company events (e.g., CSR initiatives, business functions, sustainability reporting activities), ensuring effective end-to-end coordination and execution.
• Provide general office administration and operational support, including driver management, meeting logistics, office supplies, and ad hoc projects, while serving as backup secretary when required.
• Other ad-hoc duties as assigned.

Job Requirements

• Degree in any discipline.
• At least 3 years of relevant experience in secretarial or executive support role.
• Familiarity with Chinese business/corporate culture will be an added advantage.
• Professional, proactive, meticulous, and highly organized with a collaborative and adaptable mindset.
• Positive attitude and strong work ethic.
• Ability to work independently under pressure and meet tight deadlines.
• High level of integrity and resourcefulness.
• Excellent communication skills and sound judgment.
• Proficiency in Concur and SAP systems, including good understanding about CAPEX are advantageous.
• Flexible and willing to work beyond regular office hours, including evenings and weekends, to support delegations, events, and business needs when required.

Please write in with a full resume, present and expected salary, contact telephone number(s) and any other relevant information to:

Email: [email protected]

Only shortlisted candidates will be notified.

Personal Data Protection

In submitting your personal data and/or resume, you shall be deemed to consent to us collecting, using and disclosing your personal data for the purpose of assessing your job application. Information collected may also be disclosed to the PetroChina Group of Companies (which includes PetroChina International (Singapore) Pte. Ltd., Singapore Petroleum Company Limited) for this purpose.