Executive Asst, MEC Operations

Provide secretariat and administrative support to the MEC Operations and its day-to-day activities.  

Job Description:

• Provide secretarial support to the department, including:
  • Organise and co-ordinate Directors’ meetings to ensure good time management on calendar scheduling
  • Plan and coordinate meetings, handle meeting logistics, take simple minutes of meeting or file notes when needed.
• Provide administrative support to the day-to-day activities for the department
  • Establish and maintain the records of official documents and correspondence.
  • Maintain records of department assets, such as IT equipment and other fixed assets.
  • Maintain, coordinate and manage the availability of office supplies for the department.
  • Track and manage the department’s fixed assets and other inventory.
  • Raise invoices for payment
• Compile name list for department / corporate events, programmes or other training purposes.
  • Arrange the set up and see to other administrative needs of new staff joining the department.
• Liaise and follow up with department users on monthly preventive maintenance schedule for Electronic Queue Management System (EQMS).
  • Collate payment invoices and acknowledgement forms for completed service maintenance for EQMS.
  • Collate and compile data reports on EQMS servicing on a monthly basis.
  • Coordinate and liaise with vendors and MMD on the delivery of inventory.
  • Check, verify orders and acknowledge receipts for deliveries and invoices.
• Any other duties as assigned by the Supervisor.

Requirements:

Diploma in any discipline, with preferably at least 1 – 2 years of administrative experience.

• Good verbal and written communication skills.
• Systematic and meticulous.
• Self-motivated and strong problem-solver.
• Ability to multi-task and prioritise multiple assignment and work effectively under tight deadlines.
• Proficient in MS Office applications.