Executive Secretary, Sustainability

This role provides secretarial and administrative support to the Chief Sustainability Officer and the department.

Responsibilities:

Secretarial Support to CSO:
Calendar Management and Appointments

1. Manage CSO’s calendar
2. Organise and coordinate virtual/physical meetings across different time zones
3. Provide timely reminders of appointments to CSO

Email Administration & Lists to Update

1. Follow-up and provide timely reminders to CSO for advice/reply
2. Maintain & update list of CSO’s external appointments
3. Maintain & update list of CSO’s awards

Business Trips

1. Prepare spend authorisation prior to business trips via WorkDay
2. Booking of flights, hotels and airport transfers
3. Prepare itinerary and programme
4. Submit travel expenses claims via WorkDay

CSO’s Thought Leadership Speaking Engagements

1. Maintain records of speaking engagements
2. Maintain a tracking list of speaking engagements and ensure timely submission of presentation deck or pointers for CSO’s review
3. Keep record of photos taken at speaking events in shared folder

Reimbursements & Leave Applications

1. Submit CSO’s expense claims &/leave applications via WorkDay
2. Review and approve staff’s reimbursements & leave applications on behalf of CSO

Administrative Support to Department:
Department Budget and Expenses

1. Analyse past year expenses and prepare annual budget submission (around July/August)
2. Keep track of PO and invoices to ensure department expenses is within allocated budget
3. Raise PO requisition and invoices processing

Events

1. Manage invitations and RSVP and registration on the day of event
2. Assist in Sustainability events as and when required
3. Assist in booking SSA (Singapore Sustainability Academy) on behalf of stakeholder partners

Mailing list database

1. Keep track of changes in contacts information and update mailing list accordingly in a timely manner

Magazine subscriptions

1. Manage the renewal of subscriptions

Other Administrative tasks

1. Requisite office stationery and laptop(s) that is due for replacement
2. Make arrangement for office equipment and obsolete document disposal
3. General housekeeping of the department
4. Scan and save relevant news clippings in a shared folder
5. Maintain distribution list of Eco Gifts and publications and monitor the stock level
6. Send press releases to external stakeholders
7. Ad hoc administrative tasks as required to support the CSO &/ department

Requirements:

1. Minimum qualification Diploma with Secretarial Certification/PSC
2. Minimum 5 years of secretarial experience
3. Proficient in Microsoft Office
4. Able to work independently with minimal supervision
5. Effectively bilingual. Good writing and oral communication skills.
6. Good organizational skills, detail-oriented, ability to multi-task and follow-up

City Developments Limited (CDL) is committed to fostering an inclusive culture that respects the diversity of its employees and stakeholders. As a signatory of the Employers Pledge for Fair Employment with TAFEP since 2008, CDL’s recruitment process adheres to strict guidelines on non-discrimination and fairness, regardless of gender, ethnicity, religion, or age.