The Personal Assistant will support Directors with administrative tasks such as scheduling, meeting coordination, expense claims, logistical arrangements, and more, while maintaining confidentiality and adapting to a fast-paced environment.
[What the role is]
IMDA is recruiting for a Personal Assistant to provide comprehensive administrative and operational support to Directors and their Divisions.[What you will be working on]
- Manage the full spectrum of secretarial duties, including scheduling meetings and managing Directors' calendars
- Assist with expense claims for Directors
- Solicit agenda items from relevant parties within the Divisions so as to prepare and distribute agenda and meeting materials prior to the meeting
- Partner team members to provide efficient operational support to the Divisions. This includes maintaining an efficient filing system, booking of meeting rooms, raising payments, travel arrangements, budget coordination etc.
- Act as the point-of-contact for new hires in assisting on-boarding logistical preparation as well as for outgoing staff for their exit clearance procedure
- Provide support and logistics arrangement for events/programmes organised by the respective Division eg team building events
- Cover duties for other Personal Assistants when required eg during their leave periods
- Assist in any ad-hoc duties as assigned
[What we are looking for]
- Related working experience with more than 5 years in office management and administrative support. Experience in public sector will be an added advantage
- Ability to organise and meet deadlines with minimal supervision
- Discretion and trustworthiness, particularly the ability to maintain confidentiality of sensitive information whilst planning and executing diverse tasks at the same time without supervision
- Flexibility and adaptability to a fast-paced environment
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