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You will be responsible to perform a wide variety of regular and confidential administrative and secretarial duties to support the Regional Head of Business and Regional Head of Functions based in Singapore. This role requires discretion, professionalism, and the ability to handle sensitive information in a fast-paced, dynamic environment.
Main Responsibilities:
- Calendar Management: Effectively manage the calendars of supported leaders, ensuring all meetings are scheduled and prioritized efficiently. Coordinate on-site and online meetings with local, regional, and global stakeholders across different time zones, managing scheduling conflicts as they arise.
- Travel Management: organize and arrange all aspects of business travel for supported leaders, including itinerary planning, flight bookings, accommodation reservations, and transport arrangements. Ensure all travel documents are in order, including the timely application for visas when needed.
- Meeting support: Coordinate logistics for meetings, ensuring that venues, meeting rooms, and virtual meeting links are set up appropriately. Prepare necessary documents, reports, presentations, and meeting notes for the business leaders ahead of meetings. Take detailed and accurate minutes during meetings and ensure action items are followed up.
- PO Management and reimbursement: Manage Purchase Orders (PO) and payments through the system (SAP). Process and track expense claims for the business leaders, both locally and overseas, ensuring proper documentation and compliance with company policy. Approve expense claims for direct reports on behalf of the supported leaders.
- Group events/ overseas visitors: Coordinate company events, ensuring all logistics are handled, from administrative duties to catering and meeting facility arrangements. Welcome and manage the visit of overseas visitors, ensuring all aspects of their travel, accommodation, and itinerary are taken care of.
- Confidentiality: Maintain the highest level of confidentiality regarding documents, information, and communications, in alignment with company policies and best practices.
Key Requirements:
- Degree or Diploma in Business Administration or other relevant fields of study.
- A minimum of 5 years of experience as an Executive Assistant supporting senior leaders in a corporate environment, ideally within a multinational company
- Responsible, highly committed, positive and can-do attitude, effective in response and with good energy.
- Ability to work with highly confidential matters and materials in a professional manner.
- A multitasker who is able to prioritize the urgency, organized and detailed oriented.
- Fluent in communications and effective at building relationships with internal/external stakeholders at all levels.
You will be responsible to perform a wide variety of regular and confidential administrative and secretarial duties to support the Regional Head of Business and Regional Head of Functions based in Singapore. This role requires discretion, professionalism, and the ability to handle sensitive information in a fast-paced, dynamic environment.
Main Responsibilities:
- Calendar Management: Effectively manage the calendars of supported leaders, ensuring all meetings are scheduled and prioritized efficiently. Coordinate on-site and online meetings with local, regional, and global stakeholders across different time zones, managing scheduling conflicts as they arise.
- Travel Management: organize and arrange all aspects of business travel for supported leaders, including itinerary planning, flight bookings, accommodation reservations, and transport arrangements. Ensure all travel documents are in order, including the timely application for visas when needed.
- Meeting support: Coordinate logistics for meetings, ensuring that venues, meeting rooms, and virtual meeting links are set up appropriately. Prepare necessary documents, reports, presentations, and meeting notes for the business leaders ahead of meetings. Take detailed and accurate minutes during meetings and ensure action items are followed up.
- PO Management and reimbursement: Manage Purchase Orders (PO) and payments through the system (SAP). Process and track expense claims for the business leaders, both locally and overseas, ensuring proper documentation and compliance with company policy. Approve expense claims for direct reports on behalf of the supported leaders.
- Group events/ overseas visitors: Coordinate company events, ensuring all logistics are handled, from administrative duties to catering and meeting facility arrangements. Welcome and manage the visit of overseas visitors, ensuring all aspects of their travel, accommodation, and itinerary are taken care of.
- Confidentiality: Maintain the highest level of confidentiality regarding documents, information, and communications, in alignment with company policies and best practices.
Key Requirements:
- Degree or Diploma in Business Administration or other relevant fields of study.
- A minimum of 5 years of experience as an Executive Assistant supporting senior leaders in a corporate environment, ideally within a multinational company
- Responsible, highly committed, positive and can-do attitude, effective in response and with good energy.
- Ability to work with highly confidential matters and materials in a professional manner.
- A multitasker who is able to prioritize the urgency, organized and detailed oriented.
- Fluent in communications and effective at building relationships with internal/external stakeholders at all levels.