Team Secretary

About the role

The Team Secretary provides high-level administrative and organisational support to team members. The role requires tact and discretion with confidential information, flexibility in prioritising work, effective verbal and written communication, independence and sound decision-making, and good working relationships across all levels of the organisation.

Key responsibilities

• Arrange business travel with travel agents, including flights, tickets, hotels and land transfers, and obtain travel approvals before booking
• Manage travel requests, confirm itineraries and handle changes or cancellations
• Prepare documentation and submit e-Visa applications through online e-Visa platforms, CIBT or the Embassy
• Answer calls, take messages and proactively support team members with appointments, queries and daily operations
• Liaise with Department Heads to schedule meetings, coordinate activities and follow up on action items
• Gather, compile and analyse information and data to support team initiatives and prepare accurate, timely reports
• Prepare agendas, correspondence, memoranda and other administrative documents, and review and route emails on behalf of team members
• Maintain stakeholders' calendars and arrange transport and logistics for visiting guests
• Coordinate document signing with Company Secretaries and Contract Administration Teams
• Organise corporate events, including venue, catering and vendor liaison
• Support coordination with bankers, lawyers, suppliers, customers and government authorities

Required profile

• Minimum 5 years of relevant work experience
• Diploma or professional certification preferred
• Good communication and interpersonal skills, good team player
• Understanding of the need for confidentiality
• Motivated and enthusiastic