Secretary for Community Affairs Directorate

The Secretary for Community Affairs Directorate provides secretarial and administrative support to the Director and Directorate, managing schedules, correspondence, and logistics to ensure effective operations. The role involves coordinating meetings, handling documentation, and liaising with internal and external stakeholders to support the Directorate's functions.

Responsibilities

• Provide secretarial and administrative support to the Director and Directorate including managing calendar, scheduling appointments, and coordinating meetings.
• Prepare and process travel documentation such as Travel Authorisation Forms, flight bookings, visa applications, hotel reservations, and related settlements.
• Arrange logistics for the Director’s missions and Directorate meetings.
• Maintain adequate supplies of stationery and office materials for the Directorate.
• Anticipate the administrative needs of the Director and proactively prepare required documents and materials.
• Coordinate and manage general correspondence by receiving, recording, filing, and distributing incoming and outgoing correspondence.
• Maintain an organised and up-to-date filing system (physical and digital) for all Directorate correspondence and records.
• Draft routine memoranda, letters, and forms for the Director’s review and signature.
• Ensure confidentiality and proper handling of sensitive documents.
• Provide administrative and logistical support for meetings and events organised by the Community Affairs Directorate.
• Prepare meeting rooms, distribute materials, and ensure necessary equipment is available and functioning.
• Assist in the preparation of meeting documentation and follow-up actions as required.
• Liaise effectively with officers across the ASEAN Secretariat, ASEAN Bodies (including offices of the CPR), and external stakeholders as required.
• Provide administrative support to the Community Relations Division and Information Resource Management Division as needed.
• Perform other secretarial duties as assigned by the Director.
• Provide support for the effectiveness and efficiency of the CMAD’s Divisions.

Requirements

• Completion of appropriate Diploma, technical or other training relevant to the position.
• Minimum of one (1) year experience in executive support role.
• Demonstrated ability to plan and organise tasks and work flows, with proven ability for accuracy under pressure and adherence to deadlines.
• Ability to communicate effectively with colleagues across all levels of an organisation.
• Demonstrated commitment to collaborative work practices.
• Competent level of oral and written communication skills, including experience in cross-cultural environment and international settings.
• Competency in computer skills with adequate knowledge of Microsoft Office and Outlook where relevant to the position.
• Proven ability to maintain confidentiality of matters related to workplace.
• Familiarity with protocol matters.
• Sound command of English, written, and spoken.

Skills

• Executive Support
• Task Planning
• Workflow Organisation
• Deadline Management
• Oral Communication
• Written Communication
• Cross-Cultural Communication
• Microsoft Office Suite
• Outlook
• Confidentiality Management
• Protocol Knowledge
• Meeting Coordination
• Document Management
• Stakeholder Liaison

Languages

English