Secretary / Administrative Assistant - Tuas

6 days ago

Tuas West Region, Singapore WuXi Chemistry Full time $40,000 - $60,000 per year

Responsibilties:

a) Internal and External Communications

  • Act as the point of contact for internal and external client, and assisting VP to better communicate with different parties;
  • Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
  • Be conservative and appropriate in using language and publicity, keeping confidential;

b) Calendar Management

  • Organize and schedule appointments
  • Meeting time confirmation, proper meeting room reservation, send out meeting notice, and make sure invitees' attending on time;
  • Come up meeting agenda based on the meeting purposes. Be familiar with agenda, objectives, and any relevant background information before the meeting begins;
  • Negotiating with relevant parities to ensure the smooth of the activity's implementation;

c) Guest / Customer Visit Management

  • Responsible for company VP and above visitor's welcoming, hosting, hospitality service and logistic support utilizing all resources available;
  • Appropriate hospitality shall be given to visitors and the hosting shall be efficient and effective;

d) Documentation

  • Develop and maintain a filing system
  • Take meeting minutes and track follow-up actions

e) Travel Management

  • Making itinerary and agenda for VP, making sure that hotel reservation, tickets, ground transportation are arranged accordingly and properly
  • Arrangements and itineraries should be made conscious of jetlag if necessary

f) Clients and visitor's database keeping

  • Keeping database of customers / guests / visitors' contacts, including their past visits
  • Keeping database on their preference and restrictions, visiting records, etc.
  • Updating the database on quarterly basis

g) Expense Claim

  • Make expense claim for VIP and make sure the claim in time and accuracy
  • Make sure the expense in accordance with company standard

h) AA Group Team Work Devotion

  • New ideas suggestions and defects findings
  • Experienced guiding new recruits
  • Business activity organization
  • Resources & information summary and shares

Qualifications:

  • Min Diploma or equivalent
  • It is good to be familiar with the biopharmaceutical industry
  • Bilingual in both English and Chinese to liase with internal and external stakeholders from China and other countries. Excellent spoken and written skills in both Chinese and English such as meeting minutes, report writing, PowerPoint etc.
  • Familiar with Outlook, Ariba, OA etc.
  • More than 2 years of relevant work experience, familiar with customs and habits of Chinese, European and American countries, and those with relevant work experience will be preferred.
  • Strong service awareness, centered around the customer
  • Can adapt well to a fast-paced work environment, has a strong sense of responsibility, strictly adheres to company confidentiality, and is full of innovative spirit
  • Strong sense of teamwork
  • Starting from the interests of the company, be strict with oneself, and abide by professionalism and compliance

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