Senior Operations Assistant

The Senior Operations Assistant provides administrative and operational support to the Regional Director of the ADB Singapore Office, facilitating the execution of duties including scheduling, travel planning, meeting organization, and knowledge sharing activities to enhance office efficiency.

Responsibilities

• Proactively manage the director's schedules by resolving scheduling conflicts, confirming meetings in advance, updating the director of changes to schedules, and exercising judgement in organizing the scheduling and accepting of the director's meetings.
• Organize mission travel, including forward planning, by reviewing and recommending appropriate flight options, planning mission itinerary including transport and hotel accommodation, preparing meeting schedules, inputting mission authorization requests, and travel requests and timely processing of expense claims.
• Ensure that appropriate arrangements and confirmations are made for all external meetings/international events including, registration, materials, logistics and venue, among others.
• Support the scheduling and logistical requirements of internal meetings.
• Maintain the office filing system and records (both electronic in SharePoint and physical) following existing framework for easy retrieval.
• Review all incoming documents and mail in a timely manner and distribute them to concerned staff and/or bring to the attention of director, as necessary.
• Collect, compile, and analyze relevant information to produce routine and/or ad hoc statistics/reports as instructed.
• Prepare reports and provide data in excel spreadsheet and prepare PowerPoint presentations.
• Attend to external visitors and ensure that external visitors are appropriately greeted and escorted to meetings and/or unexpected visitors and ensure that they are referred in a timely manner to the concerned staff/appropriate party.
• Maintain a directory of external contacts by recording business card information.
• Support SGO's knowledge sharing activities.
• Communicate with ADB staff inside and outside the work area, clients, and external stakeholders as required.
• Perform other duties as may be assigned by the director and reflected in your workplan.

Requirements

• Bachelor's degree in business, finance, mass communication and relevant fields.
• At least five (5) years of relevant professional experience.
• Ability to manage priorities and workload within general schedule of work, instructions and standardized practices.
• Ability to foresee response and implication of own outputs, and to undertake tasks efficiently.
• Ability to make simple causal links, pro-and-con lists and analyses to reach a decision.
• Ability to work with teams as a constructive team member, and with individuals from different cultural/national backgrounds.
• Excellent written and verbal proficiency in English.

Skills

• Administrative Support
• Operational Support
• Scheduling
• Trip Planning
• Meeting Organization
• Workload Management
• Decision Making
• Intercultural Collaboration
• Written Communication
• Verbal Communication

Languages

English