Rongsheng Petrochemical (Singapore) Pte. Ltd. – Secretary to Managing Director

Job Description

• Responsible for managing the Managing Director's schedule, including booking restaurants, coordinating with the driver, and handling all arrangements for business trips (such as leave applications, visa and other related applications, flight and hotel bookings, transportation and logistics for meetings and events).
• Coordinate meeting arrangements with relevant internal/external parties, send invitations and notifications, prepare meeting materials, book and set up meeting rooms, record and organize meeting minutes in Chinese, as well as other arrangements related to meetings.
• Assist the Managing Director with all administrative affairs with external organizations and attend relevant events as needed.
• Assist the Managing Director in preparing work reports, coordinate with departments to organize work reports, and prepare presentation materials. If necessary, assist the Managing Director with document translation (English and Chinese), and ensure proper filing of relevant reports, documents, and materials.
• Assist the Managing Director in organizing signed documents, and properly maintain relevant documents and records.
• Assist the Managing Director in converting information and tasks to internal parties, follow up and send reminders accurately and timely. This includes coordinating and assisting in issuing all management directives, and archiving documents.
• Screen and forward emails and calls for the Managing Director, and properly retain and maintain all relevant documents and records.
• Assist the Managing Director in maintaining records of clients and related partners, assist with arrangements of festive gifts to external parties.
• As a member of the Corporate Culture Committee, assist in planning the company's events, team building activities, festive events, and assist with other logistical arrangements.
• Assist the Managing Director in processing expense reimbursement, and other secretarial/administrative work that may be assigned from time to time.

Job Requirements

• At least a diploma/degree in business administration or a related field.
• At least 5 years of relevant experience as a secretary/personal assistant and/or executive assistant to senior management.
• Excellent spoken and written communication skills in both Chinese and English, with the ability to conduct fluent Chinese-English interpretation and translation.
• Proficient Chinese language skills in both expression and comprehension, enabling effective communication with senior management at headquarters and Chinese clients.
• Positive attitude, professionalism, attention to detail.
• Strong team collaboration awareness and excellent communication and interpersonal skills.