Executive Assistant

1 day ago

Downtown Core, Singapore Ipsen Pharma Singapore PTE. LTD. Full time

**Please note that this role is based in Bangkok supporting our Thailand business.**

The Executive Assistant is required to be highly organised and proactive to support the Head of Sales and leadership team within the Commercial function. The incumbent will have a solid administrative background, excellent communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment. This role requires discretion, attention to detail, and the capacity to handle sensitive information with integrity.

**Administrative Support**
- Calendar Management: Maintain and manage the executive's calendar, including scheduling, rescheduling, and cancelling meetings based on priority and necessity.
- Travel Arrangements: Plan and organise all aspects of travel, including flights, accommodations, ground transportation, and itinerary coordination, ensuring adherence to travel policies and optimising cost and efficiency.
- Expense Management: Process and reconcile expense reports and invoices, ensuring all expenses are accurately recorded and submitted per company policies.
- General Office Facilities/IT: Point of contact (POC) for coordination of activities associated with the maintenance of building facilities and IT Asset management.
- Administration: Includes purchase orders and supporting payment processes, including membership renewals, name cards, etc., for the local office.

**Communication Coordination**
- Stakeholder Interaction: Act as a liaison between the executive and other internal departments, external partners, and stakeholders. Facilitate smooth communication and maintain professional relationships.

**Document and Presentation Preparation**
- Report Drafting: Prepare and edit business reports. Ensure documents are formatted according to company standards and contain accurate and relevant information.
- Presentation Support: Develop and refine PowerPoint presentations and other supporting materials for meetings, conferences, or pitches. Work collaboratively with other departments to gather necessary data and visuals.

**Meeting & Event Coordination**
- Logistics Management: Handle all logístical aspects of meetings and events, including venue selection, catering, technology setup (like video conferencing tools), and on-site coordination.
- Minute Taking: Attend meetings to take detailed minutes, noting key decisions and action items. Distribute meeting notes to relevant parties and follow up on action items to ensure completion.

**Project Assistance**
- Project Tracking: Assist in managing projects by tracking deadlines, milestones, and deliverables. Use project management tools to keep all project information organized and accessible.
- Resource Coordination: Coordinate the allocation of resources such as personnel, budgets, and information to ensure successful project execution

**Stakeholder Engagement**
- Collaborate with internal and external stakeholders to ensure alignment and support for business excellence projects.
- Communicate effectively across all levels of the organization.

**Experience / Qualifications**
- Diploma in Business Administration or a related field.
- Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably within the pharmaceutical or related industry.
- Excellent MS Office knowledge and proficiency in administrative software.
- Outstanding organizational and time management skills.
- Excellent verbal and written communications skills.
- Discretion and confidentiality.

LI-Hybrid

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