Admin Assistant / Secretary

Job Description

The successful candidate will be supporting secretarial duties for 2 Divisional Vice Presidents (DVPs) in our Flight Operations Division. 

Key Responsibilities

1.    Calendar Management:

• Manage calendars of 2 Divisional Vice Presidents (DVPs), to ensure effective time management for their appointments.
• Coordinate with internal and external stakeholders to arrange and confirm meeting details, including agendas, attendees.

2.    Travel Arrangements:

• Handle travel requests for DVPs, coordinating flight reservations and accommodations
• Ensure all travel arrangements are made efficiently and in compliance with company policies and procedures.
• Prepare travel itineraries and relevant documentation for the DVPs.

3.    Departmental Procedures Manual Administration:

• Maintain and update the Departmental Procedures Manual ensuring accuracy.
• Collaborate with relevant stakeholders to gather and incorporate changes or updates to departmental procedures.

4.    Circular Publication:

• Publish Flight Operations Technical crew circulars and ensure ensuring clear communication of important information.

5.    Coverage and Support:

• Provide coverage and support to the Secretary of Senior Vice President during their absence.
• Assist with calendar management, administrative tasks, document preparation, and other duties as required to ensure continuity of operations.

6.    General Administrative Support:

• Handle incoming and outgoing correspondence, including emails, letters, and memos, on behalf of the DVPs.
• Maintain organised filing systems and records for efficient document retrieval.
• Perform other administrative duties as assigned by the DVPs.

Requirements

• Holds a diploma in any discipline.
• Experience as an executive secretary or in a similar administrative role, supporting senior-level executives will be advantageous
• Excellent organisational and time management skills, with the ability to prioritise and multitask effectively.
• Strong written and verbal communication skills, with a professional demeanour.
• Attention to detail and accuracy in handling confidential information.
• Adaptability and flexibility to manage changing priorities, handle last-minute requests, and remain composed under pressure in a dynamic work environment.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook) and familiarity with calendar management.

We thank all candidates for your interest in Singapore Airlines, and regret that only shortlisted candidates will be notified.