Work location: Bugis
Contract duration: 12 months
Salary: up to $4300
Responsibilities
Secretarial & Administrative Support
- Provides pro-active and confidential administrative and secretarial support to General Manager.
- Manages the Outlook calendar of the General Manager including scheduling of and coordinating of logistics for meetings, activities and any required onsite or offsite functions
- Assists with meeting preparation and other required documents through liaising with others in the collection, consolidation, and dissemination of meeting materials
- Manages the department’s electronic calendar whilst planning and organizing required team meetings, including agenda management, logistics and overall attendance
- Plans and coordinates travel logistics and prepares detailed itineraries including background information and forward planning of visa applications as necessary
- Compiles and prepares expense reports for submission using Travel and Expense Account (TEA), whilst ensuring compliance with Chevron’s Travel and Expense Policy
- Assists the team in travel logistics and organizing conferences
- Coordinates with regional offices on townhalls, alignment on key messages, communications, etc.
Communication
- Represents the General Manager’s office to a broad array of contacts within Chevron and externally
- Manages hard copy mail correspondence and any other electronic correspondence that requires attention, with the ability to prioritize, highlight and manage items requiring immediate attention
Others
- Assists Originators in preparing documents for tender submission
- Works closely with Finance/Shared Services/Procurement on invoice coding and payment matters
- Arranges and plans support for new employees in onboarding activities such as office set-up etc.
- Ensures the smooth running of the team i.e., ensuring sufficient office supplies, facilities, etc., are functioning well and liaise with internal departments to remedy as required
- Partner and coordinates with the other team’s administrators to ensure works/projects are completed in an orderly manner.
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