At Alcon, we are driven by the meaningful work we do to help people see brilliantly. We innovate boldly, champion progress, and act with speed as the global leader in eye care. Here, you’ll be recognized for your commitment and contributions and see your career like never before. Together, we go above and beyond to make an impact in the lives of our patients and customers. We foster an inclusive culture and are looking for diverse, talented people to join Alcon.
The Executive Assistant (EA) will support a total of three Senior APAC leaders - the Supply Chain Directors and Warehouse & Distribution Director. The EA responsibilities are broad and diverse, include scheduling meetings and appointments across multiple time zones, organizing travel, hosting visitors at our office, and provide general administrative support to the business.
This role plays an important role ensuring all administrative tasks are performed timely and in great execution. The role will also be working closely with procurement team to procure items in a cost effective and timely fashion to support the business needs.
Major Accountabilities
- Provide high level administrative support to the Leaders, including managing their calendar, scheduling appointments, and coordinating meetings
- Coordinate events assigned by leaders including workshops, team building in country and off countries.
- Coordinate travel arrangements, including booking hotels and ground transportation, visas, preparation of detailed itineraries with the overall objectives of maximizing participants’ time
- Anticipate potential conflicts (i.e., schedule issues, critical meetings, location issues) and raise to address/resolve in advance whenever possible
- Organize and assist with online, hybrid and in-person events and large team meetings (e.g., team dinners, leadership off sites, quarterly department calls, leaders’ one to one sessions with direct reports, company wide events)
- Prepares materials including presentations, minutes taking in key meetings where needed and ensure country heads have access to key meeting information including agenda, presentation materials and other relevant meeting information ahead of time
- Act with high degree of independence as liaison with inside (within country and with region) and external contacts
- Manage / Create Purchase orders (PO) for activities conducted by the departments
- Ensure completion of expense reports on Concur for the leaders you support according to finance travel & expenses guideline
- Manage the department administration budget and work with all functions to ensure strong support to their administrative needs in the most cost effective way possible, including procurement of office supply needs and other consumables as required.
- Collaborate with department team members on activities to engage in learning and self-development
- Greet and engage internal and external visitors, including providing necessary preliminary information and ensuring professional interaction at all times.
- Support ad-hoc request required secretariat assistance
Education:
- Diploma certificate and above
Experience
- Minimum 5 years of executive experience supporting Senior Management; preferably in a head / regional office location.
- Experience with event planning and/or working with event planning companies.
- Experience of calendar management across multiple time zones
- Excellent computer and technology application skills with competency in Microsoft Office applications, particularly Excel, Word and PowerPoint
Key Competences / Behaviours
- Organised, detail-oriented and responsible
- Maintains confidentiality and posses sense of urgency
- Ability to manage multiple tasks/projects simultaneously under pressure in a busy environment
- Good communication and interpersonal skills
- Able to work independently and self-initiative
- Work effectively as a team player in a collaborative environment as well with EA peers and members of the greater organization
Languages:
- Proficiency in English
How You Can Thrive at Alcon:
- Opportunity to work with a leading global medical device company.
- Collaborate with a diverse and talented team in a supportive work environment.
- Competitive compensation package and comprehensive benefits.
- Continuous learning and development opportunities.
