Senior Assistant to Senior Vp

1 week ago

Singapore BASF South East Asia Pte. Ltd. Full time

We are a leading chemical company, with the best teams developing intelligent solutions for our customers, and for a sustainable future.

We connect and develop people with diverse talents all over the world. For you, this means a variety of ways to progress.

Not only your performance but also your personality matter to us, regardless of gender, age, ethnicity, orientation, and background. At BASF, careers develop from opportunities.

**Objectives of the Position**
- Assisting the department head in organizing and coordinating the work of the unit
- Providing full spectrum of professional staff, administrative and office support to the Senior Vice President Agricultural Solutions Asia Pacific & Vice President, Marketing and regional functions including and not limited to planning, preparation, recording and implementing meeting resolutions and travels, coordination with internal and external stakeholders
- Fostering a positive and engaging work environment

**Main Tasks**:
**Scheduling, Meeting Management and Travel Management**
- Support Senior Vice President Agricultural Solutions Asia Pacific and Leadership Team to plan meetings, including to prepare meeting agenda, meeting documents and minutes, and to follow up with meeting participants to complete action items.
- Maintain the meeting agendas and team calendars for senior executives; exercise personal judgment to prioritize or suggest schedules for meetings, conferences, travel etc.
- Plan and organize meetings, workshops, conferences etc. by providing logistics services (e.g. venue selection, invitations, agenda, participants’ confirmations, hotel reservations, catering), including assistance in preparing meeting materials and support to overseas visitors on administrative/ logistics matters. This includes plan and organize customer/ distributor workshops and visits.
- Ensuring Senior Vice President is well prepared for events, business travels and meetings

**Correspondences & Information Handling**
- Prepare correspondences on contracts, agreement and monitor on documentation signatory.
- Manage dispatch/ deliveries/ distribution of documents and materials (local or overseas).
- Collect, summarize and compile relevant business data into reports. i.e. quarterly expenditure in respective cost center against the company finance department allocation within business unit.

**Office and Administrative Support**
- Provide prompt assistance and full administrative support to supported leaders for daily activities
- Exercise judgment and demonstrate tact to greet and screen visitors and calls at all levels within the organization, industry, and community with great frequency of senior-level internal and external business contacts
- Organize and expedite flow of work through supervisor's office and initiate follow-up action as needed
- Prepare and submit travel and other expenses for senior executives supported
- Prepare and submit claims on home leave, medical expenses, and business travel information required by auditors for all employees under the reporting line of supported areas.
- Perform delegated duties from supervisor on general system access approval during their absence.
- Handle and monitor external/non-trade invoices, ensure appropriate billing set-up (creation on vendor form, verification on invoices & contract)
- Requisite and purchase of office supplies, equipment, furniture through admin department for supporting teams
- Collect and distribute postal mails for supported teams

**Other responsibilities (General)**
- Foster an agile and inspiring environment amongst the Agricultural Solutions (APA) team
- Develop a positive and engaged network with and beyond network of administrative assistants and support staff of relevant leadership teams
- Maintain contact details and organization chart, as well as updated distribution lists
- Maintain office environment to be user friendly, safe and in proper order
- Perform other adhoc tasks and responsibilities

**Minimum Education and Qualification Required for the Position**
- Diploma in Business Administration or other related field.
- Minimum 5 years of relevant work experience
- Exposure to multi-cultural MNC setup and matrix organizations
- Team player with excellent interpersonal skills
- Resourceful, self-starter and able to work independently
- Excellent communication skills; able to interact in a multicultural and dynamic environment

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