This role provides secretarial and administrative support to the Chief Sustainability Officer and the department.
Responsibilities
Secretarial Support to CSO:
Calendar Management and Appointments
- Manage CSO's calendar
- Organise and coordinate virtual/physical meetings across different time zones
- Provide timely reminders of appointments to CSO
Email Administration & Lists to Update
- Follow-up and provide timely reminders to CSO for advice/reply
- Maintain & update list of CSO's external appointments
- Maintain & update list of CSO's awards
Business Trips
- Prepare spend authorisation prior to business trips via WorkDay
- Booking of flights, hotels and airport transfers
- Prepare itinerary and programme
- Submit travel expenses claims via WorkDay
CSO's Thought Leadership Speaking Engagements
- Maintain records of speaking engagements
- Maintain a tracking list of speaking engagements and ensure timely submission of presentation deck or pointers for CSO's review
- Keep record of photos taken at speaking events in shared folder
Reimbursements & Leave Applications
- Submit CSO's expense claims &/leave applications via WorkDay
- Review and approve staff's reimbursements & leave applications on behalf of CSO
Administrative Support To Department
Department Budget and Expenses
- Analyse past year expenses and prepare annual budget submission (around July/August)
- Keep track of PO and invoices to ensure department expenses is within allocated budget
- Raise PO requisition and invoices processing
Events
- Manage invitations and RSVP and registration on the day of event
- Assist in Sustainability events as and when required
- Assist in booking SSA (Singapore Sustainability Academy) on behalf of stakeholder partners
Mailing list database
- Keep track of changes in contacts information and update mailing list accordingly in a timely manner
Magazine subscriptions
- Manage the renewal of subscriptions
Other Administrative Tasks
- Requisite office stationery and laptop(s) that is due for replacement
- Make arrangement for office equipment and obsolete document disposal
- General housekeeping of the department
- Scan and save relevant news clippings in a shared folder
- Maintain distribution list of Eco Gifts and publications and monitor the stock level
- Send press releases to external stakeholders
- Ad hoc administrative tasks as required to support the CSO &/ department
Requirements
- Minimum qualification Diploma with Secretarial Certification/PSC
- Minimum 5 years of secretarial experience
- Proficient in Microsoft Office
- Able to work independently with minimal supervision
- Effectively bilingual. Good writing and oral communication skills.
- Good organizational skills, detail-oriented, ability to multi-task and follow-up
City Developments Limited (CDL) is committed to fostering an inclusive culture that respects the diversity of its employees and stakeholders. As a signatory of the Employers Pledge for Fair Employment with TAFEP since 2008, CDL's recruitment process adheres to strict guidelines on non-discrimination and fairness, regardless of gender, ethnicity, religion, or age.
