PROJECT SECRETARY
MANAGING CLIENTS / CALLS
Make and receive calls for the managers.
Managing the clients/guests/visitors for the managers.
MANAGING DIARIES/EVENTS
Support the managers in arranging meeting and appointments.
Take minutes of team meeting occasionally, whenever required.
Book venues, refreshments and equipment for team meetings.
Make travel arrangements (transportations, hotels etc.).
INBOUND MAILS / DOCUMENTS MANAGEMENT
Track and distribute the relevant outbound and inbound mails/documents.
FILING AND RECORD MANAGEMENT
Maintain hardcopy/paper/ electronic filing systems and archives and keep core materials up to date.
Create and maintain reference document for filing system.
Keep stock of stationary supplies.
Apply/Prepare Guarantee Letter (GL).
Assist with staff’s expense claims.
MANAGING TEAM/MEETINGS
Distribute relevant documentation for projects and meetings.
Maintain proper attendance and track report for the team/department.
Maintain office supplies inventory i.e. stationeries etc. and anticipate needed supplies.
Keep track of department/team budget.
EXPERIENCE:
More than five (5) years of experience in similar capacity.
QUALIFICATION:
Diploma in Executive Secretarial or equivalent.