Team Secretary Team Secretary …

Trafigura
in Singapore
Permanent, Full time
Last application, 14 Jun 21
Competitive
Trafigura
in Singapore
Permanent, Full time
Last application, 14 Jun 21
Competitive
Team Secretary
Main Purpose:
The Secretary is responsible for a high level of administrative & organizational support to the team members.

- Demonstrate tact and discretion in preparing, disclosing and handling information of a confidential and sensitive nature;
- Establish work priorities and remain flexible;
- Efficiently respond in a calm and effective manner to a variety of demands and projects;
- Demonstrate effective verbal and written communication skills;
- Meet established deadlines;
- Establish and maintain good working relationships with all levels of the organization;
- Work independently and make sound decisions to the degree necessary for the successful performance of assigned duties.

Knowledge Skills and Abilities, Key Responsibilities:
Key Responsibilities

Arrangements of Flight Bookings, Hotel Accommodation, Visa Application

Travel request
  • Liaise with agent on travel arrangements (flights, tickets and hotel)
  • Ensure proper approvals are given
  • Enter travel request with travel agents
Visa Applications
  • Prepare documentation and submit applications to Embassy

Hotel Arrangement
  • Arrange hotel accommodation for travelers

Secretarial Support - Internal
  • Attend to telephone calls and direct them to team-members and take messages, if needed.
  • Interact with team members to be pro-actively offer assistance, appointments and queries.
  • Interact with Department Heads to schedule meetings and to monitor pre-agreed assignments presented by the team.
  • Serve as a primary contact and authoritative information source on the team's activities and to respond to internal and external inquiries.
  • Gather, assemble and analyse information and data from various sources in response to the team's initiatives; assist in the preparation of related reports to ensure that information is timely and accurate.
  • Prepare agendas, correspondence and memoranda; reviews, routes and answer mail, composing responses for team members as appropriate; types and/or processes proposals and other written information.
  • Maintain a calendar of activities for the team.
  • Ensure that the office units are maintained in an organized and tidy condition.
  • Organize transportation for all guests.
  • Prepare travel reports for review.
  • Work with Company Secretaries and Contract Admin for document signatories.

Secretarial Support - External
  • Liaise with the customers and vendors in respect of meeting schedules and production of timely and accurate reports.
  • Assist team members in interfacing with bankers, lawyers, suppliers and customers as well as the relevant authorities on various official matters.


Knowledge, Skills and Abilities
  • 3 to 5 yrs of relevant work experience
  • Good communication and interpersonal skills
  • Good team player
  • Understand the necessity for confidentiality
  • Motivated and enthusiastic
  • Min Diploma and above


Key Relationships and Department Overview:
  • Internal and External stakeholders
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