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Executive Assistant and Event Coordinator

1 week ago

Singapore NIPPON PAINT HOLDINGS SG PTE. LTD. Full time

Company Overview

NIPPON PAINT HOLDINGS SG PTE. LTD. is a leading paints and coatings company with a rich history of innovation and excellence.

We are seeking an experienced Executive Assistant and Event Coordinator to join our team and provide high-level administrative support to senior executives, as well as plan and execute internal company events.

Job Description

The role involves providing secretarial and administration support to senior executives, including planning, organizing, and executing internal company events. The individual will need strong communication and coordination skills to work effectively with various internal and external stakeholders.

  • In charge of the day-to-day administrative functions for the whole office.
  • Provide full range of secretarial and administrative support to senior executives (board related matters, vetting board resolutions in both English & Chinese, assisting in preparing necessary documentation for board appointments and filings)
  • To coordinate and facilitate to executive's calendars to arrange appointments, meetings and overseas trip.
  • Handling expense claims and general administration activities
  • Handle correspondence, including emails and phone calls, and respond to inquiries promptly
  • Maintain filing systems and ensure all documents are organized and up to date
  • Take charge of all facility management matters such as maintaining office equipment.
  • In charge of the procurement and administration of all office supplies and pantry supplies.
  • Organizing company events and staff activities.
  • Handle corporate and staff gifts and hamper.
  • Support various projects and any other ad-hoc duties as assigned

Event Management

The role also involves planning and managing end-to-end event logistics for biannual General Management Meetings (GMM), including venue, scheduling, and vendor coordination.

  • Plan and manage end-to-end event logistics for biannual General Management Meetings (GMM), including venue, scheduling, and vendor coordination.
  • Oversee event registration, attendee communication, and distribution of materials and agendas.
  • Work closely with stakeholders such as board members, managing directors, and vendors to ensure smooth event execution, including handling hotel, visa, transport, meals, and other logistics for HODs and attendees.
  • Provide secretarial and administrative support to HODs, including room bookings and scheduling throughout the event planning process.

Requirements

To be successful in this role, you will need:

  • Minimum Diploma in Business or other related field
  • Proficient in Microsoft Office
  • Minimum of 6 years' experience with overall administrative secretary and some experience in end-to-end event management will be preferred. Secretarial experience at management level will be preferred.
  • Able to multi-task and work in a fast-paced environment. Meticulous & attention to detail with a positive attitude.
  • Highly professional manner and strong work ethic
  • Twice a year travelling is required for GMM
  • Good communication skills in English and Chinese, both written & spoken, are required for this role in order to liaise with China counterparts.