Offers “Jll”

Expires soon Jll

Executive Assistant

  • SINGAPORE
  • IT development

Job description



TITLE

Executive Assistant

DEPARTMENT

Regional IFM – South Asia

REPORTING RELATIONSHIPS

Reporting directly to the Head Integrated Facilities Management - South Asia

OBJECTIVE

To primarily provide secretarial & administrative support to the Directors as well as providing general support to the IFM – South Asia team

DUTIES & RESPONSIBILITIES

·  Organise the Head’s time to best effect; controlling diaries and avoiding conflicts
·  Monitor requests for action and take appropriate follow-up action eg chasing replies; write ups, information etc .
·  Maintain and oversee the effective maintenance and filing system for proposal / tender documents and material generated from the Team.
·  Liaise with HR for all new hire requirements and/or changes to any staff circumstances
·  Liaise with Finance on accounts receivables, monitor and manage the team’s debtors list and verify with Finance any discrepancies
·  Manage all South Asia contracts and Deal sheets. 
·  Manage team periodic events, e.g. IPMP meetings, case studies updates, workshops, Opportunity Analyses tracking, etc.
·  Preparing written correspondence and taking of meeting minutes and coordinate the dissemination to relevant team members
·  Be familiar with manager’s business and key performance metrics and occasionally support/ participate in special projects by creating spreadsheets
·  Maintenance and distribution of client organization charts, contact lists and all other internal organization materials
·  Assisting in the planning of meetings, including coordination of conference calls, ensuring attendees have necessary documentation at hand prior to the meeting/call
·  Prepare and process any other paper works relating to purchases as required by the department by liaising closely with the HR & Admin team and to update the expenses summary for tracking and monitoring.
·  Provide support in the preparation of meeting agendas, presentation materials & proposals
·  Coordinate travel arrangements including application for the necessary visa applications and collating expense claims via Peoplesoft
·  Handling of mail services for the corporate sales department including arrangements for courier service s
·  Knowledge of Peoplesoft Software added as an advantage
·  Managing data on South Asia shared site.

INTERPERSONAL SKILLS:

·  Ability to work under pressure and meet tight deadlines
·  Able to work a fast paced environment and with good organizational skills
·  Able to work in a team-oriented environment
·  IT savvy and proficient in Microsoft Word, Excel and Powerpoint
·  Possess excellent interpersonal and communication skills
·  Pro-active, resourceful, meticulous, able to multi-task and highly-organised
·  Strong team leader and team player
·  Ability to handle confidential and sensitive information with discretion
·  Pleasant personality, with excellent organizational Pro-active attitude, meticulous with an ‘eye’ for details.
·  A self starter who needs little management oversight.

EMPLOYEE SPECIFICATIONS

EDUCATION/ WORK EXPERIENCE:

·  Minimum Diploma and above Candidate must possess at least a Diploma, Advanced/Higher/Graduate Diploma, Bachelor's Degree, Post Graduate Diploma or Professional Degree in Business Studies/Administration/Management or equivalent.
·  At least 5 year(s) of working experience in the related field is required for this position
·  Merticulous, detail-oriented
·  Adapt to a multi-cultural work environment.

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