Team Secretary – Support Senior Executives in Singapore

About the role

Our client is looking for a highly organized Team Secretary to provide comprehensive administrative and secretarial support to a team of three to four senior executives in Singapore. The role demands proactive management of calendars, travel, and communications in a fast‑paced professional environment.

Key responsibilities

• Manage complex diaries, schedule internal and external meetings across time zones, and coordinate travel arrangements.
• Prepare meeting materials, agendas, presentations, and take accurate minutes.
• Handle incoming calls, emails and correspondence with discretion.
• Maintain organized digital and physical filing systems and ensure timely document retrieval.
• Arrange domestic and international travel itineraries, process visa applications, and manage expense claims.
• Coordinate logistics for team meetings, off‑site events, conferences and client gatherings, including venue, catering and AV setup.
• Serve as primary liaison between the executive team and internal/external stakeholders, drafting and proofreading correspondence and reports.
• Monitor office supplies, support ad‑hoc projects and assist colleagues during peak periods or staff absences.

Required profile

• Diploma or higher in Business Administration, Secretarial Studies or related field.
• 5–8 years of experience as a team secretary, executive assistant or similar role, preferably supporting multiple senior executives.
• Excellent written and verbal communication in English and Chinese (Cantonese and Mandarin).
• Strong organisational, time‑management and multitasking abilities.
• High level of discretion and ability to handle confidential information.

Required skills

• Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.