Secretarial Assistant

Reporting to the Senior Manager in the Planning department, this role is responsible for providing confidential, accurate, and reliable administrative and operational support to the Chairman and Head of Planning, and designated senior stakeholders and departments. The role supports the Senior Manager in coordinating a broad range of administrative operations, including meeting and event logistics, travel and expense administration, invoice processing, and driver and vehicle administration, to ensure smooth day-to-day operations. In addition, this role will contribute to operational excellence initiatives through the documentation and review of administrative processes, identification of improvement opportunities, and implementation of practical workflow enhancements and automation solutions to improve efficiency, consistency and business continuity. Please note that this is a 6-month contract role. Responsibilities Provide confidential, accurate and reliable administrative and operational support to the Chairman and Head of Planning, and designated senior stakeholders and departments. Coordinate end-to-end arrangements for internal and external meetings, including room bookings, guest reception, IT readiness, refreshments, attendee communications and stakeholder coordination, ensuring meetings are conducted professionally and seamlessly. Manage business travel, visitor logistics, travel requests, accommodation, transportation, expense claims and related documentation for assigned executives, departments and Head Office visitors, ensuring timely processing and compliance with company policies. Process invoices, debit notes, memberships, vehicle-related expenses, travel-related expenses, conference expenses and vendor submissions, ensuring accuracy, timely payment processing, proper cost allocation, and compliance with internal controls. Coordinate driver schedules, overtime claims, leave applications, vehicle maintenance, petrol invoices, season parking arrangements, and related administrative activities. Maintain administrative compliance requirements, including clean desk policy checks, vehicle-related compliance procedures, and expatriate system access administration. Document administrative processes, workflows, procedures, and controls to strengthen operational resilience, business continuity, and knowledge retention. Review existing work processes, identify and recommend practical improvement opportunities, including workflow redesign, standardisation, automation, and the use of digital tools. Drive the implementation of approved process improvements and automation initiatives, and monitor outcomes to ensure sustainable efficiency gains and improved service delivery. Requirements Minimally a Diploma in Business Administration, Office Management or a related discipline; relevant secretarial or executive administrative certifications will also be considered. Minimum three years of experience in secretarial, executive assistant, or administrative operations roles, including supporting senior management, department heads and executive leadership. Experience managing multiple administrative functions, including executive calendar management, meeting coordination, travel arrangements, expense claims, invoice administration and executive correspondence. Experience coordinating with internal stakeholders across multiple departments and external service providers, including travel agencies, vendors, building management and service contractors. Experience documenting business processes, standard operating procedures (SOPs), workflows and operational controls. Experience identifying, implementing and monitoring process improvement initiatives that enhance operational efficiency, service quality and business effectiveness. Proficient in Microsoft Office applications, collaboration platforms and document management systems. Experience with workflow, automation or process improvement tools such as Microsoft Power Automate, Power Apps, SharePoint, Visio or similar digital workflow solutions. Strong ability to handle confidential and sensitive business information with professionalism, discretion and sound judgement. Strong written and verbal communication skills in English, with the ability to communicate clearly, concisely and professionally with stakeholders at all levels. Highly organised, detail-oriented and able to manage multiple priorities independently in a fast-paced environment.