Overall responsibility is to manage the Singapore Regional office, handle the general administrative responsibilities for the Regional Vice Presidents and VPs, and provide general support for the international team members in office and COE members that support the Europe region.
(50%) Provide Primary Support for Vice Presidents of International (Singapore)
· Maintain, organize and prioritize calendars and task lists for Vice President
· Manage external communications with master franchisee’s and their support team
· Make travel arrangements and manage logistics, including applying for visas when required
· Prepare expense reports
· Compile reports and information for weekly staff meetings and tracking minutes from each meeting.
· Coordinate, confirm and track budgets for team events and meetings
· Compose correspondence, copying, filing, ordering office supplies
· Serve as point of contact from World Resource Center (WRC) and Singapore Regional Office for items including invoicing and immigration/visa questions
· Miscellaneous assignments as requested.
(40%) Office management and support
· Organize, coordinate, and communicate department meetings, both onsite and offsite, including accommodations and meeting rooms, meal services, materials preparation and coordinating required follow up for action items
· Manage and prepare necessary amenities for team members and when hosting events or Master Franchisee meetings.
· Review and process all related regional office bills and obtain proper authorization/facilitating payment
· Prepare and track departmental expenses researching expenditures and key invoices into database (i.e. subscriptions, phone charges, travel charges in an attempt to facilitate reducing costs)
· Review, track and monitor billings with predetermined cost control agreements. Compare expenditures to budget.
· Manage relationship of corporate vendors including, building maintenance, cellphones, internet/landline, events/lodging venues, etc.
· Manage office related projects and maintain all communication and documentation for our office rental agreement
· Manage procurement and maintain office Supplies and general maintenance scheduling as needed
· Schedule and organize reception of all incoming and outgoing deliveries.
(10%) General support
· Plan, manage, and coordinate team building events and recognition/celebration programs (holiday events, anniversaries, birthdays, etc.) to foster positive culture and engagement.
· Assist the setup and onboarding process of new employees in the Singapore office including computer set up, corporate credit card, help setting up local appointments to ensure smooth onboarding process
