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Executive Assistant

2 weeks ago

Singapore CIELO TALENT PTE. LTD. Full time

Our client is a leading medical technology organization with a global footprint is seeking an Executive Assistant in Singapore.

The Executive Assistant will provide consistently high standard of professional support to the VP & GM, APAC, Director, International HR, SVP International Commercial and members of the APAC Management Team based in Singapore. This role will also provide excellent office management support and all administration for our Singapore office, and ensure the smooth-running of the Singapore office operation, not limiting to vendor management, procurement of supplies, event and logístical arrangements.

The incumbent should possess ability to work autonomously with minimum instruction and direction, establish credibility as the ‘go-to-person’ to resolve concerns, identify solutions, facilitate communication, deliver customer-centric service and client satisfaction in an effective and timely manner.

This is a fantastic opportunity to be part of an exciting organization where you will be in the forefront of delivering a customer-centric service to those in contact with the Singapore office, managing company events, shaping our people experience and making sure that our office operations will run smoothly.

**RESPONSIBILITIES:
**1) **Executive Assistant to VP & GM, APAC & Key Management Team**

Provide an accurate and efficient level of administration support to the VP & GM, APAC & Key Management Team members based in Singapore. Supporting both high profile requests whilst ensuring decisions, meetings and information is prioritised, progressed, and received across the multiple disciplines of the business.
- Coordinate extensive diary management and appointment scheduling
- Travel bookings, visa and entry/re-entry requirements.
- Track and organize internal and external meetings to maintain network connectivity and engagement.
- Manage and maintain key contact database.
- Schedule regular meetings with VP & GM, APAC to discuss upcoming meetings and task completion.
- Screen calls and respond to enquiries.
- Organize agendas for international visitors.
- Coordinate complex meetings across multiple time zones.
- Arrange meeting rooms, video conference & conference calls.
- Manage and submit expense report.
- Exercise appropriate discretion with confidential and sensitive information.
- Maintain an effective follow-up system to ensure deadlines and work commitments are met.
- Control expenditure to ensure the business operates with annual budget guidelines or appropriate guidance from the VP & GM, APAC.
- Other projects as requested on ad-hoc basis.

**2) Office Management & Administration Support**
- Provide an accurate and efficient level of office management administration support. Initiate the streamlining of work practices for the business to ensure smooth workflow processes and the work environment remain in line with business and safety requirements. Ensure the smooth operation of the Avanos office.
- Plan and organize local and regional off-site conferences, events and meetings.
- Maintain the administrative disciplines and workflows in the company.
- Arrange meetings.
- Maintain and service office equipment (e.g. photocopiers), computers, office supplies (photocopyier toner, paper, stationery and pantry supplies).
- Arrange meeting rooms, video conference & conference calls.
- Organize office operations and procedures and ensure appropriate policies and records are maintained.
- Collect, distribute and post mails.
- Handle receptionist duties.
- Order food and beverage catering.
- Raise purchase requisitions and invoice approval.
- Upkeep Regional Contact Lists
- Travel statement reconciliation.
- Credit card statement reconciliation and payment management.
- Upload announcements and documents to SharePoint
- Filing
- Office vendor selection and management.
- Implement administrative system maintain to a high standard to ensure services delivered to the business group remain consistent and effective.
- Possess comprehensive understanding of company policies, procedures and practices.
- Handle other projects or activities as requested.

**3) **Event Planning Support
Plan and organize international, regional and local events, meetings, company functions and team get-together.
- Select location and venue.
- Arrange travel, visa and accommodation bookings.
- Manage operational logistics, collateral preparation, agenda preparation, catering, attendee management, onsite event management, coordination with vendors, budget management and billing/payment management on a timely basis.

**KEY REQUIREMENTS**:

- Minimum Diploma in Business/ Administration or equivalent with 5 to 7 years of Executive Assistant experience supporting senior management.
- Excellent communication & organizational skills with the ability to multi-task & prioritize workload.
- Experience in stakeholder management & customer handling skills, work with tact and diplomacy.
- Thrives in a fast-paced environment, resourc