Team Secretary

Main Purpose

The team secretary is responsible for a high level of administrative & organizational support to the team members.

The team secretary is expected to:

• •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

Key Responsibilities

Travel arrangement

Coordinate business travel arrangements with travel agents, including flight bookings, ticket issuance, hotel reservations and other travel-related requirements-land transfers etc.

Ensure all necessary travel approvals are obtained in accordance with company policies and procedures before confirming bookings

Liaise with travel agents and travelers to manage travel requests, confirm itineraries and coordinate any changes or cancellations

Prepare documentation and submit applications through online e-Visa platforms, CIBT or Embassy

Secretarial support

• •Attend to incoming telephone calls, direct calls to the appropriate team members and take messages, if needed.
• •Proactively provide administrative support to team members, including coordinating appointments, handling queries and assisting with daily operational needs.
• •Liaise with Department Heads to schedule meetings, coordinate activities and follow up on-agreed assignments and action items.
• •Gather, complie and analyse information and data from various sources to support team initiatives and assist in preparing accurate and timely reports.
• •Prepare agendas, correspondence, memoranda and other administrative documents. Review, route and respond to emails and correspondence on behalf of team members when appropriate.
• •Manage and maintain stakeholders’ calendar, including scheduling meetings, appointments and other activities.
• •Arrange transportation and logistics for visiting guests and business visitors.
• •Coordinate with Company Secretaries and Contract Administration Teams to facilitate document signing, obtain authorized signatures and ensure proper documentation.
• •Coordinate the planning and organization of corporate events, including venue arrangements, catering, logistics and liaison with vendors to ensure smooth and successful execution.
• •Liaise with customers, vendors and external stakeholders to coordinate meeting schedules and ensure timely preparation and submission of accurate reports.
• •Provide administrative and coordination support to team members in liaising with bankers, lawyers, suppliers, customers and relevant government authorities on various business and official matters.
• •Provide additional administrative and operational support, including handling ad-hoc requests from team members as and when required.

Key Responsibilities

• •Min 5 years of relevant work experiences
• •Good communication and interpersonal skills
• •Good team player
• •Understand the necessity for confidentiality
• •Motivated and enthusiastic
• •Diploma or professional relevant certification is preferred