Secretarial Assistant

Role Overview

Reporting directly to the Senior Manager of the Planning department, the Secretarial Assistant will deliver trusted, accurate, and dependable administrative and operational support to the Chairman, Head of Planning, and designated senior leaders and departments. The position involves managing diverse administrative duties including meeting and event coordination, travel and expense management, invoice processing, and vehicle and driver administration to ensure seamless daily operations.

This role also plays a key part in advancing operational excellence by documenting and reviewing administrative processes, identifying areas for enhancement, and introducing workflow improvements and automation for greater efficiency, consistency, and continuity.

Note: This is a fixed 6-month contract position.

Key Responsibilities

• Provide confidential and reliable administrative and operational assistance to senior management including the Chairman and Head of Planning.
• Organise comprehensive logistics for internal and external meetings such as room bookings, welcoming guests, ensuring IT readiness, arranging refreshments, communicating with attendees, and coordinating stakeholders to guarantee smooth execution.
• Oversee business travel and visitor arrangements, from travel requests, accommodation bookings, and transportation to expense claim submissions, ensuring timely processing and adherence to company policies.
• Handle invoice processing encompassing debit notes, memberships, vehicle and travel related costs, conference fees, and vendor bills with accuracy and proper cost allocation compliant with internal controls.
• Manage driver schedules, including overtime claims, leave applications, vehicle upkeep, petrol expenses, and season parking arrangements alongside related administrative tasks.
• Maintain adherence to administrative compliance including clean desk policy monitoring, vehicle compliance protocols, and expatriate system access management.
• Document and maintain records of administrative workflows, procedures, and controls to support operational resilience and business continuity.
• Analyze current work processes, propose actionable improvements such as workflow redesign, standardization, and application of digital automation tools.
• Lead the execution of approved process improvements and automation projects, tracking outcomes to ensure sustained efficiency and enhanced service quality.

Candidate Requirements

• Minimum qualification: Diploma in Business Administration, Office Management, or related field; professional secretarial or executive administrative certifications are also acceptable.
• At least three years of experience in secretarial, executive assistant, or administrative roles supporting senior managers, department heads, or executives.
• Proven experience managing multiple administrative functions like executive calendars, meeting coordination, travel planning, expense management, invoice processing, and correspondence.
• Capability to collaborate with internal teams across departments and external service providers such as travel agencies, vendors, and facilities management.
• Skilled in documenting business processes, SOPs, workflows, and operational controls.
• Experience driving process improvements to optimize operational efficiency, service quality, and business effectiveness.
• Proficient with Microsoft Office suite, collaboration platforms, and document management tools.
• Familiar with digital workflow and automation solutions including Microsoft Power Automate, Power Apps, SharePoint, Visio, or equivalent.
• Ability to manage confidential and sensitive information with discretion, professionalism, and sound judgement.
• Excellent written and oral communication skills in English, capable of clear, concise, and professional interactions at all organizational levels.
• Highly organized, detail-focused, and adept at independently prioritizing tasks in a fast-paced environment.