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