Executive Secretary

Location: Singapore, ofi's office at Marina One

About Olam Food Ingredients (ofi):

As a leading provider of high-quality food and beverage ingredients, we work with farming communities across the globe to grow, source and produce ingredients that are good for consumers, farmers, and the world around us. We supply household food brands and manufacturers worldwide with cocoa, coffee, dairy, nuts and spices ingredients which are often grown on our own farms and estates and sourced from hundreds of thousands of farmers across ~50 countries. Along with our diverse manufacturing and innovation capabilities, this means we can provide ingredients for a range of products, from a plant-based latte mix to an almond based snack bar or a dairy-free ice cream. Making a positive impact on people and planet is a core component of our Purpose, to be the change for good food and a healthy future. With a deep-rooted presence in the countries where our ingredients are grown, we are closer to farmers, enabling better quality, and more reliable, traceable, and transparent supply. And whoever we're with, whatever we're doing, we always make it real.

What you will do:

Support for Singapore Legal, Compliance & CoSec (LCCS) Team:

• Meeting arrangements for LCCS SG Team including scheduling, booking of meeting rooms, room setup, video call setup, etc
• Processing of invoices and reimbursement claims relating to Team events
• Coordinating and arrangement of official Team lunches
• Travel arrangements including booking of flights/accommodation, etc for General Counsel and for LCCS Team when travel is centralized through GC
• Attending and answering enquiries from both internal/external parties and assisting/redirecting them according to theirrequirements
• Printing and submitting documents for authorized signatures
• Setting up filing system for original Legal documents, etc
• Coordinating meetings for General Counsel including scheduling, booking of meeting rooms, room setup, video call setup, etc
• Processing invoices and reimbursement claims for General Counsel/Singapore LCCS
• Monthly submission of supporting documents for individual & team Corporate Card
• Scanning and binding of documents when required
• Arrange courier services when required
• To support all ad hoc duties as assigned by GC

Support for Global LCCS Senior Leadership Team (SLT):

• Work with London based Executive Assistant to tag-team across time zones on all SLT coordination, meetings and initiatives.
• Help London Based Executive Assistant at times of Board meetings with any additional support that may be needed at peak times.
• Assist the SLT with travel plans
• Help schedule and plan global Teams calls; prepare agendas; coordinate travel/venue bookings
• Help maintain documents and files in SLT SharePoint site
• Manage the LCCS sharepoint making sure information up-to-date and is presented in a creative way
• Helping to create articles to publish about LLC on Workplace

Company Secretarial support:

• Providing basic subsidiary information to stakeholders for the Singapore entities (using GEMS as a resource or the most recent Biz profiles)
• Triaging any Company Secretarial matters that come from stakeholders in the Singapore office and sharing with the relevant Company Secretarial team member
• Administrative assistance with the following:
• Liaising with the Company Secretarial team to collate any documents required for signature
• Printing documents for signature and ensuring that the documents are presentable for directors (ie signature tabs attached / correct number of copies / cover sheet with relevant explanation attached etc)
• Liaising with signatories and ensuring that the documents are signed by the relevant individuals in a timely manner
• Scanning documents once signed and sharing with the relevant Company Secretarial team member
• Arranging for notarisation and apostilling of documents after the external service provider has been instructed by the Company Secretarial team
• Arranging the posting / delivery of documents (eg via DHL)
• Providing administrative support for in person OIL meetings where required
• Management of the OIL Company Secretarial cost tracker and arranging the payment of relevant invoices

What are we looking for in an ideal candidate?

• Minimum Diploma in the relevant field of study
• Experience working with a legal or company secretarial team will be preferred
• Ability to understand corporate processes and systems
• Highly adaptable in mindset
• Willing to assist others
• Excellent MS Powerpoint/Excel/Word knowledge
• Great attention to details
• Good follow up skills

ofi is an equal opportunity employer and values diversity. All qualified applicants will receive consideration for employment without regard to racial or ethnic origin, color, age, religion or belief, sex, nationality, disability, sexual orientation, gender identity, gender expression, genetic information, or any other characteristic protected by applicable law.

Applicants are requested to complete all required steps in the application process including providing a resume/CV in order to be considered for open roles

Seniority level

• Seniority levelAssociate

Employment type

• Employment typeFull-time

Job function

• Job functionAdministrative and Legal
• IndustriesFood and Beverage Services, Food and Beverage Manufacturing, and Wholesale Food and Beverage

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