Executive Assistant- GWS – CBRE – Singapore


Executive Assistant- GWS
Singapore – Singapore
Ref#: 19020029
Date published: 29-May-2019
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Key Responsibilities:
Maintain electronic diaries- co-ordinate meeting appointments and venues and conference calls- including booking and organisation of all necessary requirements (e.g. catering- travel arrangements) and develop an effective process for managing and responding to e-mail- and general mail etc.
Provide effective and pro-active planning- co-ordination and organisation of functions and meetings to facilitate attendance at Board meetings- conferences- client meetings and the like- including managing travel and flight itineraries- liaising with Managing Directors- Office Managers- and Business Line Leaders as appropriate.
Provide high quality secretarial support- including the drafting of documentation and correspondence as instructed including preparation of reports and submissions.
Exercise discretion and refer urgent matters to the appropriate person.
Attendance and minute taking when required at meetings including providing follow-up and implementation of meeting outcomes and projects.
Develop and maintain appropriate systems for co-ordination of projects- activities- tasks and actions arising from meetings and follow up when appropriate

Reconciliation of expense claim forms and paperwork

Organising and maintaining all files- documents and other materials- including archiving all files as necessary

General administrative assistance where required including monitoring of all incoming telephone calls- email- facsimiles- filing- photocopying- opening- sorting and distribution of mail and other assistance as required

Provide support to teams based at clients’ site and act as liaison person connecting them with updates in the organization.

Other Responsibilities:

Develop and establish appropriate administrative procedures and controls to enhance the accuracy- timeliness and presentation of work in their managerial and management reporting function.
Ensure that reports and general correspondence are prepared within the company guidelines and to an appropriate standard.


Relevant secretarial qualifications and comprehensive experience at an executive support level.
Previous experience working in either property- financial or professional services organisation would be an advantage.

Essential Skills

Advanced knowledge of Microsoft Word- and Outlook with Intermediate knowledge of Excel and PowerPoint.
Typing speed – minimum of 60 wpm with a high degree of accuracy.
Advanced level of spelling and grammar.
An ability to work with and build effective working relationships with a variety of personalities across all levels of the organisation and with clients.
Excellent communication and interpersonal skills along with a high level of oral and written communication skills (proven ability to draft correspondence- minutes of meetings- reports etc).
Superior planning and organisational skills with strong attention to detail along with the ability to determine priorities and work to tight deadlines.

Personal Attributes

Maintain an attitude that is proactive- energetic- positive- open- honest- friendly and professional.
An ability to exercise judgment- high level of confidentiality and diplomacy at all times.
Ability to work under pressure both autonomously and as a team player.
Demonstrate a high level of initiative- problem solving and decision making (within set guidelines).
Possess highly developed time management and organizational skills with the ability to give attention to detail- prioritise tasks- work under pressure and adhere to tight deadlines- while dealing with conflicting and varied demands in a mature and professional manner.
Demonstrated ability to be flexible to work requirements/commitments when necessary.
Possess a highly developed service ethic – with the ability to communicate professionally and deal with people at all levels- including internal and external clients.

Executive Assistant – CBRE – Singapore


Executive Assistant
Singapore – Singapore
Ref#: 19004717
Date published: 18-Feb-2019
The purpose of this position is to provide a wide range of business operations administrative and general support duties of a highly responsible and confidential nature to executive leadership.
Drafts confidential correspondence- edit documents- take and transcribe minutes of meetings- and perform other administrative and secretarial duties.
Creates- maintains- and/or updates various databases. Extrapolates analyzes and presents data for management information reporting purposes.
Serves as a liaison between executives- internal management- employees- clients- and visitors as required.
Reviews incoming correspondence via paper or email- lead initiative to determine appropriate action required. Leads and monitors issues for appropriate follow up.
Takes independent action on handling requests; determines the appropriate course of action- intervenes where necessary- and acts as a liaison between departments

Plans- coordinates- and supports meeting and conferences. Arranges domestic and international travel

Coordinates data from a variety of sources for inclusion in technical reports and presentations; performs independent research and prepares information for special projects as assigned

Assists with processing department financial data as it relates to budgets account payable and generating various financial queries and reports

Administers the department/business unit record keeping system; updates various department/business unit records and publications; ensures that department/business unit files are maintained in accordance with company policies and procedures; reviews requests for information and determines the appropriateness of release.

Junior Admin Assistant – Marriott regional office – Singapore

marriott hotel logo


marriott hotel logo
marriott hotel logo

Job Number 18003F5U
Job Category Administrative
Location Singapore Regional Office, Singapore
Schedule Full-time
Position Type Non-Management/Hourly
Start Your Journey With Us
Perform administrative functions by assisting the above property iT team primarily in Singapore as well other company offices. Act as main coordinator to organize discipline meetings and support iT conferences and events. Provide meeting and travel support to the leadership team. Handles confidential and sensitive matters as and when required.

Education and Experience
Minimum diploma or equivalent qualification in related field (or the equivalent training/education in respective country).
Complete knowledge of a full range of administrative processes and advanced knowledge of MS Office and other key office applications
Excellent command of English and Mandarin (both written and verbal)
Good process management, negotiating, influencing and problem resolution skills
Proven ability to effectively prioritize and execute tasks in a high-pressure environment
Knowledge of business environment, service requirements and hospitality culture is a plus
Strong verbal and written communication skills
Key Stakeholders
Continent iT Team mainly based in Singapore office
Other above property iT team members including home-based and from other company offices
Members from other disciplines based in Singapore Office


Managing Projects and Priorities
Administrative services to continent iT team members, primarily in Singapore office
Responsible for assisting PMO team with key project tracking and report-out
Manage the booking of small events and meetings for other disciplines
Responsible for organizing and the success of regional or area iT conference calls
Minute taking for inter-department meetings, and track on the follow-up and document the findings
Provide travel planning and miscellaneous duties to assist the team in maintaining efficiencies.
Manage the regional or area iT surveys and facilitate the rap session and action planning
Office Administration: facilitate on invoice processing, VIP coordination etc.

Conducting Human Resources Activities
Managing Continent iT team contact cards, personnel details for special occasions and celebrations
Reporting on Continent, Regional iT Team Leave accrual
Facilitate onboarding process of new hires of continent iT

Managing Key Process/Documentation
Maintain and update the Continent/Regional/Area iT distribution list
Maintain and update the resource center of PMO including MGS and SharePoint etc.
Assist iT PMO team on the major iT events and conferences as well training administration
Facilitate communication of key Regional/Area iT major announcements and memos management and distribution
Marriott International is the world’s largest hotel company, with more brands, more hotels and more opportunities for associates to grow and succeed. We believe a great career is a journey of discovery and exploration. So, we ask, where will your journey take you?

Document Controller wanted – AECOM – Singapore

aecom logo


aecom logo
aecom logo

Document Controller (Contract), Singapore, Singapore
Job Summary
Management and maintain both team and project related documentation
Develop and revise document control procedures as required
Ensure that all requests for documents are addressed in an efficient and expedited manner
Ensure document distribution, both in electronic and hard copies, is carried out efficiently
Liaise with other AECOM business lines, if necessary and coordinate the works

Minimum Requirements
Minimum 5 years of working experience in the engineering/construction industry
Experience in EDMS/Document Management Software is preferable
Must be proficient in written and spoken in English
Upon completion of project, transferring to other project is subjected to performance

This position will be based on site

Preferred Qualifications

Recognized Diploma or Degree in any field.
Requisition/Vacancy No. 201604BR

When you join AECOM, you become part of a company that is pioneering the future . Our teams around the world are involved in some of the most cutting-edge and innovative projects and programs of our time, addressing the big challenges of today and shaping the built environment for generations to come. We ensure a workplace that encourages growth, flexibility and creativity, as well as a company culture that champions inclusion, diversity and overall employee well-being through programs supported by company leadership. Our core values define who we are, how we act and what we aspire to, which comes down to not only delivering a better world , but working to “make amazing happen” in each neighborhood, community and city we touch. As an Equal Opportunity Employer, we believe in each person’s potential, and we’ll help you reach yours.

Administrative Assistant wanted – Ritz hotel – Singapore

Ritz carlton hotel Singapore


Ritz carlton hotel Singapore
Ritz carlton hotel Singapore

Culinary – Administrative Assistant
Job Description
Posting Date Nov 04, 2018
Job Number 18002HS4
Job Category Administrative
Location The Ritz-Carlton, Millenia Singapore, Singapore, Singapore VIEW ON MAP
Brand The Ritz-Carlton
Schedule Full-time
Position Type Non-Management/Hourly

Start Your Journey With Us
At more than 80 award-winning properties worldwide, The Ritz-Carlton Ladies and Gentlemen create experiences so exceptional that long after a guest stays with us, the experience stays with them. As the premier worldwide provider of luxury experiences, we set the standard for rare and special luxury service the world over. We invite you to explore The Ritz-Carlton.
Enter and retrieve information contained in computer databases using a keyboard, mouse, or trackball to update records, files, reservations, and answer inquiries from guests. Transmit information or documents using a computer, mail, or facsimile machine. Operate standard office equipment other than computers. Prepare letters, memos, and other documents using word processing, spreadsheet, database, or presentation software.

Handle incoming and outgoing mail, including date stamping and distributing incoming mail. Create and maintain computer- and paper-based filing and organization systems for records, reports, documents, etc. Compile, copy, sort, and file records of office activities, business transactions, and other activities. Enter and locate work-related information using computers and/or point of sale systems.

Follow all company policies and procedures, ensure uniform and personal appearance are clean and professional, maintain confidentiality of proprietary information, and protect company assets. Welcome and acknowledge all guests according to company standards, anticipate and address guests’ service needs, assist individuals with disabilities, and thank guests with genuine appreciation. Speak with others using clear and professional language, prepare and review written documents accurately and completely, and answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others, support team to reach common goals, and listen and respond appropriately to the concerns of other employees. Move, lift, carry, push, pull, and place objects weighing less than or equal to 10 pounds without assistance. Perform other reasonable job duties as requested by Supervisors.

Administrative Assistant – ATKINS- Singapore

Atkins Dubai logo


Atkins Dubai logo
Atkins Dubai logo

Support Services
Atkins (Singapore) currently have an immediate vacancy and invite you to provide CV’s for the position: Administrative Assistant. This role will provide administration support to the Director and the team based on the respective project. The primary function of this role will be to support the day-to-day operations across their various activities, including the development, implementation and maintenance of office management and financial administration systems, preparation of written correspondence and documentation and liaison with employees, candidates, suppliers and clients.

Job Responsibilities
The responsibilities associated with this position are broad, and include, but are not necessarily limited to the following:
Preparation of documentation which may include; routine correspondence, draft submissions (solicited and unsolicited), press releases, client and progress reports.

Prepare and/or format and check outgoing correspondence and other documentation, including draft submissions and client reports

Develop, implement, maintain and monitor administrative support services and office management systems for staff.

Develop, implement, maintain and monitor administrative systems including document storage and retrieval.

Prepare and record Purchase Orders associated with Company procurements prior to the issue of orders to suppliers.

Undertake administrative tasks associated with the maintenance of the company’s Information Technology systems.

Organise meetings as required, particularly for Managers including making meeting room or restaurant bookings, confirming with attendees, seeing to refreshment requirements and so on.

Prepare routine correspondence, agendas and minutes of meeting as necessary. Circulate the agenda before meetings and minutes afterwards.

Arrange travel itineraries and accommodation for staff when required as directed by Managers.

Management and maintenance of client and business database.

Undertake general administrative tasks as assigned from time to time.

Demonstrate standards of professional behaviour and ethics that promote and maintain public confidence and trust in the work of the Company.

Implement principles and policies to ensure the development of a productive and harmonious workplace.

Job Requirements

High level organisational skills, coupled with sound interpersonal skills, and a demonstrated record of acting at all times in a highly professional, ethical and responsible manner, with a strong personal commitment to honesty, transparency and accountability with a diverse range of people at all levels.

Proficiency in written and verbal English Language.

Strong written communication skills, with a demonstrated ability to draft reports, minutes and correspondence.

A strong understanding of word processing, data organisation and database applications, including the Microsoft Office range.

A demonstrated high level of motivation and initiative, with a proven ability to plan and prioritise workloads under limited supervision. The ability to work effectively under pressure and meet strict deadlines.

Initiative and willingness to take ownership of tasks and responsibility for their quality and delivery

Flexibility and ability to adapt to changes in environment

Punctuality with attendance and with delivering tasks on time.

Knowledge of, and commitment and capacity to implement, adhere to, and promote the policies of the Company.

Personal Assistant wanted by Singapore Power in Singapore

Singapore power Logo


Singapore power Logo
Singapore power Logo

Req ID 8904 – Posted 05/06/2018 – Infocomm Technology – Executive
Provide secretarial and administrative support as Personal Assistant to senior management in the department
Manage calendar and coordinate scheduling of appointments and meetings
Organise workshops and events
Perform general administrative duties including office management
Prepare presentation materials for reports and meetings
Handle staff-in-confidence matters


Diploma from a local recognised polytechnic with at least 5 years of relevant experience in supporting senior management
Strong communication and written skills
Savvy in IT and social media platforms
Good interpersonal and organization skills
Meticulous, with an eye for details
Team player with positive working attitude and ability to work independently

Groups & Events Executive wanted by Fairmont hotel – Singapore

fairmont hotel Singapore


fairmont hotel Singapore
fairmont hotel Singapore

Groups & Events Executive
Hotel Overview:
Strategically located in the heart of Singapore’s shopping, dining and entertainment districts and with the City Hall and Esplanade Mass Rapid Transit (MRT) train stations and other major transportation nodes at its doorstep, Fairmont Singapore and Swissôtel The Stamford are the gateway to explore Singapore’s landscapes at your convenience. With a total of 2,028 well-appointed guestrooms, both hotels offer a distinct collection of 15 lifestyle and dining choices including Michelin-starred fine dining restaurant JAAN, cutting-edge meeting space at Raffles City Convention Centre and one of Asia’s largest spas, Willow Stream Spa.

This is a Shared Service position and supports both Fairmont Singapore & Swissôtel The Stamford. The Groups & Events Executive will assist and provide support for Groups & Events team in all aspects. This is achieved through the support, coordination, maintenance and/or enhancement of various reports, events, applications, tools and documents that service the hotel sales colleagues.

Summary of Responsibilities:

Reporting to the Director of Sales, responsibilities and essential job functions include but are not limited to the following:

Consistently offer professional, engaging and friendly service
Qualify general inquiries, respond personally, and directs to appropriate sales person or follow-up on their behalf in a timely manner
Directly support assigned Sales Directors/ Managers by generating proposals, contracts and assisting in the monthly sales reports
Maintain current sales and promotional literature and have a complete knowledge of hotel’s services and facilities
Ensure prompt and courteous service is extended to both internal and external customers
Provide secretarial duties as required and creating and updating clients’ requirement in Opera Sales & Catering
Participate in select sales activities both on and off property
Arrange and participate in site inspections, client functions and familiarization tours as required
Integrate as an effective team player with Sales and all other departments in the hotel as required


Minimum GCE “A” Level / Diploma Holder
Previous experience in group sales is an asset
Self-motivated with excellent time management and multitasking skills
Opera and Property Manager experience preferred
APPLY TODAY: Whether you’re launching your career or seeking meaningful employment, we invite you to visit: www.fairmontcareers.com or www.swissotel.com/careers to learn more about Fairmont Hotels & Resorts and Swissôtel Hotels & Resorts and the extraordinary opportunities that exist.


At Fairmont Singapore and Swissôtel The Stamford we offer our guests the finest hospitality experience in each of our destinations. Your contribution is important to the success of our Company and we are committed to providing an environment that will foster growth and reward your efforts. Our teams around the globe endeavor to provide a safe, attractive and dynamic working environment, which will encourage you to take initiative and demonstrate your best abilities. Together we design career plans and unveil new professional perspectives through our various development programs, and with you playing a part, you will help make your ambitions real. An exciting future awaits!

We regret that only shortlisted candidates will be notified.

Job Level: Management / Supervisory
Schedule: Full-time
Shift: Day Job
Closing Date: 01.Jul.2018, 4:59:00 AM
Job Number: VAA01446

Admin assistant wanted by Capella hotel – Singapore

Capella hotel Singapore


Capella hotel Singapore
Capella hotel Singapore

The singular locale of Capella Singapore resort and spa in Singapore ensures that a vacation on Sentosa Island is like none other. Curved, modern buildings gently intermingle with both our colonial buildings and the verdant, vibrant rainforest spread over 30 acres of land. The South China Sea is our backyard.
Our architects, Foster + Partners, have ingeniously woven the best of old and new Singapore into an astonishing, breathtaking fusion. You’ll be received by our hotel staff in two historic bungalows named Tanah Merah, or “red earth” in Malay. Dating back to the 1880s, these British colonial buildings have been restored and perfectly complement the new hotel extension and villas.

Performs clerical tasks such as handling administrative requets and queries. Good organisational skills required to assist with scheduling appointments, planning meetings and taking minutes. candidate is required to have good spohen and written English with skills like MS Words, Excel and powerpoint.