Global MNC seeking for an Executive Assistant (4 Months Contract)
Location: Biopolis
Working Hours: 8.30AM - 5.30PM
This role supports our Regional CEO with his daily work, supports travel and other requests from senior leaders, organizes business events as well as cultural engagement events in our 115+ member office. Reporting to the Senior Director, Corporate Affairs, this position supervises an office assistant / receptionist and is part of a 5-member team.
Responsibilities:
Assistant to Regional CEO – 35% (15 hours/week)
- Support Region CEO with calendar management, all travel bookings, expense submissions, system approvals, calendar invites, meeting logistics, personal tasks and other processes.
- Ensure CEO has systems, tools and processes to manage his time efficiently.
- Organize all CEO travel including detailed itineraries as well as expense reporting. Build key region and global relationships to facilitate meetings.
Support for Additional Leaders – 20% (8 hours/week)
- Organize travel (flights, cars, hotels, transfers and visas) for 4 frequent traveling leaders utilizing travel services and visa services.
- Support ad hoc travel and other requests as needed (HR confidential interviews, visitors, etc.)
Singapore Events (15% 6 hours/week)
- Business Events – lead cross functional team to deliver or support ad hoc events including management meetings, government visits, breakfast events with outside groups, visiting students, etc.
- Creates project plan and identifies team.
- Works in partnership with corporate affairs, RD&A, facilities, marketing, HR, etc as needed by the event.
- Oversees booking of key office resources including the customer suite/kitchen and board room.
- Engagement Events - Together with office assistant, lead organization of employee cultural/holiday events (CNY, Diwali, Hari Raya, SG National Day, Christmas) for Singapore office, recruiting volunteers as needed.
- Organize employee ‘watch parties’ for livestreamed company events or face to face gatherings.
- Support Singapore MyCommunity local volunteer program.
- Track all Singapore employee engagement events and budget. Annually organize 1-2 bus trips to a Johor Bahru manufacturing site for SG employees.
Singapore Office Administration 10% (4 hours/week)
- Acts as key contact for Singapore office. Communicates office needs to facilities and ICT. Acts as point of contact to facilities team when facilities manager is traveling or on leave.
- Facilitate car lease contracts for 4 leaders in partnership with Rewards, employee and Global Business Services team.
- Act as backfill for front desk receptionist when they are on leave.
- Understand Coupa processes for new suppliers, creation of purchase orders and vendor payment.
- Source, manage small quantity of in house merchandise for guests.
This role also supervises an office assistant who currently delivers the following work in a full-time role. (20% 8 hours/week)
Qualifications and skills
- Minimum 7 years’ experience in similar role supporting a senior leader. Experience in a regional/global leadership team and in a matrix organization. Previous supervisory experience required.
- Highly organized, flexible, ability to prioritize multiple workstreams, approachable and responsive.
- Tech savvy and able to learn/use new software to make your work easier (Powerpoint, Excel, etc.).
- Communication skills to engage at different levels of the organization and across cultures. Effective writing and verbal communication skills.
