Administrative Executive

Secretarial and Administrative Support

• Schedules and manages Group Director and Director's appointments, meetings, event invitations and management meeting schedules, tracking changes to ensure smooth workflow
• Attends to day-to-day activities of Group Director and Director to ensure work is carried out efficiently and promptly
• Compiles and organises agendas, minutes of meetings and other relevant documents for external, staff and senior management meetings
• Books and sets up meeting rooms for Group Director, Director and divisional requirements
• Manages movement, sorting and filing of incoming and outgoing documents, including confidential correspondences
• Provides full clerical support including festive greeting cards, processing RSVP replies, photocopying, binding and petty cash claims
• Maintains office operations including requisitioning stationery, managing office equipment, booking and setting up meeting rooms
• Handles all enquiries (telephone, email, in-person and hotline during major events) whilst projecting a positive image of PA and PA's office
• Reviews and routes emails and queries to appropriate officers whilst providing timely and accurate information
• Liaises with internal and external parties, arranging appointments based on Director's availability and directing complex issues to relevant officers
   

ACD Project Support

• Provides comprehensive administrative and logistics support for ACD projects (Chingay Parade, PA Talents Performances, National Day Parade PA Contingent) including coordination of invitations/RSVPs, print materials, planning meetings and refreshments
• Provides administrative or operational support during rehearsals and event days, including work outside office hours

Financial and Data Management

• Manages financial processes including procurement of goods and services, raising purchase orders, calling quotations and tenders, and processing invoices
• Supports e-filing operations and maintains records in PA data management systems (OnePA, Volunteer Management System, GevMe)

Other ad-hoc duties not covered under main responsibilities and duties.

Knowledge & Skills

At least 1 year - 3 years experience in clerical/general administration work, including exposure to financial processes (procurement, invoicing). Familiarity with government procurement systems would be advantageous.

Others             

• Meticulous and highly motivated
• Resourceful and proactive
• Proficient (written and spoken) in English
• Possess good communication and interpersonal skills
• Able to work well under pressure and tight timelines
• Willing to work long and irregular hours and on weekends