Marina Bay Sands Pte Ltd

Admin Executive (6 Months Contract)

Marina Bay Sands Pte Ltd | Date Posted: 27-Aug-2018
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Job Category:
Qualification:
'N' Levels / 'O' Levels, ITE/ NITEC/ Higher NITEC, 'A' Levels, Diploma, Bachelor's / Honours, Masters / PhD

Job Description

JOB RESPONSIBILITIES

Governance Support

  • Generate regular reporting, e.g. staffing, availability, utilization rate and project scheduling reports for Audit Department
  • Ensure that global departmental policies and procedures saved in the local shared drive are kept updated.
  • Maintain an accurate inventory of department/operations-related records (exclusive of audit-work related documentation) and adhere to the document retention policy and procedures.

Operational Support

  • Provide administrative and clerical support to the team
  • Maintain and prepare various dashboard reporting, as required.
  • Prepare and assist with the quarterly audit committee reporting deck.
  • Track all formal communications between the department and the regulators to ensure compliance with the regulation requirements, and maintain a centralized repository for such correspondences.
  • Assist the department with the issuance of audit notification memo, audit reports, end-of-project surveys, audit issue follow-up status and other formal communications.
  • Assist with the contracting process with Global Audit, MBS Procurement and Legal, for consultants and other 3rd parties.
  • Assist the head of department in the organization and coordination of departmental meetings, activities and events, prepare agendas, and reserve facilities.
  • Organize and maintain file system; file correspondence and other records.
  • Maintain confidentiality of sensitive materials.
  • Arrange and coordinate travel for team members.
  • Liaise with IT regarding department IT needs.
  • Perform other ad-hoc duties as assigned by the Executive Director.

Resource management

  • Support the onboarding process and prepare for new-hires/transfers’ training materials and presentations
  • Assist in ordering the necessary equipment and materials
  • Requesting system(s) access, security door access, etc.
  • Act as the initial contact to new-hires, and support the co-sourcing consultants (e.g. system access, security door access, computers, etc.).
  • Manage the Team Member Clearance / Separation Checklist/ePAF for resigned team members.
  • Manage establishment and renewals for ACL licenses, IIA certifications and professional memberships.
  • Manage the team’s inventory of IT assets.

JOB REQUIREMENTS

  • Bachelor’s degree, preferably in business administration or equivalent. 
  • Minimum 4 years of experience in an office setting and/ or secretarial experience preferred.
  • Ability to communicate in English both in oral and written form, interpersonal skills and professional, neat and well-groomed appearance adhering to Company’s appearance standards.
  • Strong initiatives and time management skills with excellent self-motivation.
  • Ability to perform analysis, prepare presentations, maintain records and writing correspondence.
  • Required to establish/maintain effective working relationships with team members and management and to strictly maintain confidentiality of sensitive information.
  • Working knowledge of both MS Word, Excel, PowerPoint, Adobe and MS Outlook.
  • Working knowledge of Microsoft Project is a plus and will be preferred.
Company Overview
Marina Bay Sands Pte Ltd