Total 6 Director/C-Level Administrative / Clerical job vacancies in Scott Valley, CA, 95066

• Provide full spectrum administrative and secretarial support to the hospital planning team including scheduling, preparing reports, drafting correspondence, organizing records and files, answering queries, booking meetings, and supporting department projects.
• Complete a broad variety of administrative tasks that facilitate the Project and operations lead ability to effectively lead the organization, including assisting with special projects; designing and producing documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence.
• Onboarding and offboarding Staff: Welcome new employees to the department. Schedule and conduct onboarding sessions to review company policies, benefits, systems training, and set up work spaces. Ensure new hires complete necessary paperwork and have access to required tools and accounts. Develop staff welfare programs to engage project team and build sense of belonging.
• Managing Assets: Maintain inventory of department assets including office supplies, electronics, furniture, and equipment. Process orders, track shipments, and coordinate installation and maintenance. Manage check-in/check-out procedures.
• Budgeting: Assist with annual budget preparation by compiling expense reports and forecasts. Track department expenditures, process invoices, and reconcile budget utilization.
• Reporting: Prepare reports, presentations and dashboard for senior management and external stakeholders.
• Calendar Management: Maintain personal and program calendars, schedules, and shared resources. Schedule conference rooms, catering, AV equipment and relevant resources as needed.
• Organize and coordinate meetings, workshops and events related to hospital planning, with internal and external stakeholders to facilitate the smooth progression of planning activities. Prepare and distribute meeting agendas, minutes, and follow-up action items.
• Organize and coordinate local and overseas study visits for the hospital planning team including making travel arrangements, budgeting and preparing pre and post trip reports.
• Assist in the coordination of project timelines ensure that deadlines are met. Develop project plans, timelines and budgets.
• Any other tasks which may be assigned from time to time.

Requirements

• Bachelor or Diploma in any discipline with at least 4 years of relevant working experience, preferably in a hospital setting.
• Strong technical skills including a sound working knowledge of Microsoft Office and Adobe Acrobat to prepare, edit and manipulate text and data. Tech-savvy-- ability to learn new software and other relevant programs.

Interested and qualified candidates, please send in your resume to ivy.yong@recruitexpress.com.sg

Ivy Yong Shi Mei

R2198995

Recruit Express Pte Ltd 99C4599

Personal Assistant to Director (Export/Import, Commodities)

Key Responsibilities:

1. Administrative Support:

• Manage the director’s calendar, scheduling meetings and appointments related to export/import operations.
• Organize and maintain documentation, records, contracts and trade agreements.
• Prepare and edit reports, presentations, and correspondence related to operational performance and market conditions.

2. Communication:

• Act as the primary point of contact for communication with third parties.
• Screen calls and emails, prioritizing messages from key stakeholders.
• Draft and manage communications regarding shipments, quality control, and operational updates.

3. Meeting Coordination:

• Organize meetings with third parties, ensuring all logistical details are arranged.
• Prepare meeting agendas and take minutes, documenting decisions and action items.

4. Negotiation and Representation:

• Represent the director/CEO in negotiations with third parties, ensuring the organization's interests are upheld.
• Prepare for negotiations by conducting research and developing strategies to achieve favourable outcomes.
• Strategize for expansion into the Central and South American market.

5. Market Research and Analysis:

• Conduct research on market trends, pricing, and regulations related to the commodities.
• Assist in compiling reports on supply chain performance and quality assessments.
• Building a foundation for operations in the new markets.

6. Quality Control:

• Collaborate with the directors to establish quality control measures for the commodities.
• Travel as needed to inspect commodity quality at supplier locations, ensuring compliance with standards.

7. Project Management:

• Assist in managing projects related to import/export operations, tracking progress and deadlines.
• Coordinate with various departments (e.g., logistics, compliance) to ensure smooth operations.
• Develope market entry plan.

8. Confidentiality and Discretion:

• Handle sensitive information regarding contracts, pricing, and relationships with third parties with discretion.

Qualifications:

1. Education: Master degree

2. Experience: Prior experience as a personal assistant or executive assistant in export/import, with specific knowledge of commodities.

3. Skills:

• Strong understanding of export/import processes and regulations.
  • Familiarity with natural resources and quality assessment standards.
  • Excellent negotiation and communication skills, particularly for engaging with third parties.
  • Proficiency in office software (e.g., MS Office Suite) and relevant trade management software.

Personal Attributes:

• Strong attention to detail, particularly in documentation and quality control processes.
• Professional demeanor with the ability to work independently and prioritize tasks.
• Willingness to travel frequently to inspect and meet with stakeholders.

General roles and responsibility required of this role:

• Create, delete, reset and suspend user's ID of operating system (eg. Windows, Linux, etc.) and application per approved change request.
• Experience in Active Directory, User Account and Access Management, ServiceNow, AS400 Access Admin CISCO Call manager, FCR & ITSM.
• Comply with instituted workplace securities at customers' premises.
• Provide accurate and timely reporting daily
• Review and update ID admin documentations where required
• Participate in IT audit by providing information and documentation in a timely manner and achieve SAT audit rating.
• Perform level 1 support & troubleshooting for ID related problems.
• Perform tasks assigned by line manager and be always contactable.
• Issue pin mailers and answer phone/email enquiries from institution users.
• Perform labelling, ID revalidation and remediate all deviations in a timely manner.
• Perform Privilege Authorization Revalidation and remediate all deviations in a timely manner.
• Perform timely escalation to respective support team where necessary
• Any other ad hoc duty as assigned by supervisors.

Interested applicants, please email your resume to Andre Chua Jing Ming

Email: andrechua@recruitexpress.com.sg

CEI Reg No: R1989053

EA Licence No: 99C4599

Recruit Express Pte Ltd

Summary:

We are looking for a highly organized and proactive Personal Assistant to the Director of a reputable corporate finance advisory in Singapore. In this role, you will provide comprehensive administrative support to the Director as well as HR support to the firm. The ideal candidate will possess excellent communication skills, strong attention to detail, and the ability to multitask effectively.

Key Responsibilities:

• Assist with recruitment efforts, including posting job openings, scheduling interviews, and coordinating candidate communication.
• Help with the onboarding process for new hires, including preparing paperwork and organizing orientation sessions.
• Maintain employee records and ensure compliance with HR policies and procedures.
• Assist with employee relations matters, including coordinating disciplinary actions and performance management processes.
• Support HR initiatives such as training and development programs, employee engagement activities, and policy updates.
• Process payroll and reimbursement accurately and in a timely manner, ensuring compliance with company policies and legal requirements.
• Handle payroll inquiries and address any discrepancies or issues promptly.
• Coordinate with finance department to ensure payroll expenses are accurately recorded and accounted for.
• Manage the Director's calendar, schedule appointments, and coordinate meetings.
• Handle phone calls, emails, and other correspondence on behalf of the Director.
• Prepare and edit documents, presentations, and reports as required.
• Make travel arrangements and prepare travel itineraries.
• Maintain filing systems and ensure documents are organized and easily accessible.
• Oversee office supplies and equipment, and coordinate maintenance and repairs as needed.
• Assist with event planning and coordination for company meetings and functions.
• Manage office expenses and maintain budget records.
• Handle other general administrative tasks as assigned.

Job Requirements:

• Bachelor's degree in business administration, Human Resources, Accounting or related field preferred.
• Previous experience as a Personal Assistant in a Corporate Finance firm is a plus.
• Knowledge of HR principles and practices is desirable.
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook).
• Strong organizational and time management skills.
• Excellent communication skills, both verbal and written.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Proactive attitude and ability to work independently as well as part of a team.

[What the role is]

The Procurement and Administration Services Division (PASD) ensures the integrity of NEA's procurement process and provides stewardship of administration services. PASD establishes, implements, and oversees the procurement policies & frameworks as well as provides advisories in ensuring the standards of integrity are maintained throughout the procurement value chain. It also forecasts, plans and manages the administration services. PASD strives to serve as the Business Partner to NEA's Divisions to support their business needs in enhancing the user experience in both procurement and administration services.

The Admin Services and Planning Department (ASPD) of PASD manages the administration services for NEA. As an Executive / Senior Executive (Business Planning and Management Branch) under ASPD, you will be assisting the Manager/Assistant Manager in managing the department work to ensure that they are in tandem with Whole-of-Government (WOG) rules and guidelines as well as coordinating with the department’s branches and NEA departments to ensure corporate governance in the areas of contract and tenancy management.

[What you will be working on]

You will be responsible for the following:

• Supervise, monitor and renew or establish new contracts and tenancies administered by the department
• Oversee the overall contract formulation process from of gathering user requirements, tender preparation, conduct of tender briefing and evaluation of tenders to appoint vendor
• Supervise the administration of contracts to facilitate user departments to meet contract specifications when using and managing contracts
• Facilitate departments to meet WOG rules for tenancy and office space management
• Manage the department’s tenancy agreements pertaining to office spaces including performing cost and budget estimations, putting up papers for approval and ensuring timely renewals as well as its execution and routine administration
• Review, manage and plan the policies and processes of the Administration services functions under the department
• Manage and lead a team of officers under the branch
• Other duties assigned may include assisting the branch in financial management, project management, access reviews and administration of relevant IT system(s)

[What we are looking for]

The job might be for you if you possess the following qualities:

• At least 7 to 8 years of working experience in Administration, Procurement or in related fields that require planning and writing skills (e.g. policy writing, project management), preferably in public sector
• Experience in leading a team, building rapport with employees and vendors
• Enjoy problem solving, able to conceptualize ideas, structure, categorise information and reflect these in writing and presentation
• Confident in engagement with senior management
• Versatile in both deskbound and operational work
• Meticulous, resourceful, resilient and able to multi-task
• Self-driven with a positive working attitude
• Proficient in Microsoft Office tools

To apply, please proceed to Careers@Gov at https://sggovterp.wd102.myworkdayjobs.com/PublicServiceCareers/job/NEA-HQ-ENVIRONMENT-BUILDING/Assistant-Director--Admin-Services-and-Planning-Department-_JR-10000027631

Job Description for Personal Assistant

About Us

We are a Single-Family Office (SFO) based in Singapore. Our principal is a Taiwanese family with businesses in the food and beverage industry.

Our SFO primarily manages the family’s investments and supports the family’s interests in the region out of the Singapore office.

Who we are looking for.

We have created a new role in our Director Office for a Personal Assistant.

Candidates with Personal Assistant experience in both work and personal matters, and fluency in Chinese are neccessary to preform in this multi faceted role.

Ideally, as we are a close-knit team, the new team member should have a positive and mature disposition, possess high levels of curiosity and a strong willingness to learn, coupled with a professional and team player mindset.

As a trusted member of the SFO, we are expected to be steadfast in our daily work, uphold shared values, and safeguard the privacy of our work and activities.

Personal Assistant Director Office Roles and Responsibilities

• Provide timely, organised, and effective administrative and personal support to the Director and Family.
• Schedule both work and personal meetings and coordinate with multi parties across different countries.
• Check details and make reservations for matters from air tickets, restaurants, hotels, events, classes and others.
• Support Director and Family on personal and household matters from children education to house upkeeping matters

Ideal Candidate Profile

• Experienced Personal Assistant who has covered both work and personal matters for UHNWI is a must.
• Fluency in both English and Chinese with ability to communicate clearly and effectively is a must.
• Must be able to work beyond normal office hours.
• Ability to handle multiple requests and coordinate with multi parties are pluses.
• Responsive, Responsible, and Reliable work ethics are pluses.
• Matured, calm, and professional demeanour are pluses.

Interview Process

• First round interview via phone.
• Second round interview in person.
• Third round interview in person.
• Selected candidates should be able to start work in April 2024.