Executive Secretary
2 days ago
We are recruiting an **Executive Secretary **on a permanent basis to be based in Singapore, in the Harbourfront area.
As Executive Secretary you will support one of our senior leaders and the wider leadership team of our Marketing department in key tasks including:
- Arrange travel logistics, such as air tickets, visa requirements, hotel, and ground transport
- Liaise with local hosts on agenda, room reservations and facilities
- Prepare trip itinerary prior to each trip, as needed
- Assist with other team members and guests traveling to different countries
- Complete timely and accurate submission of expense reports
- Maintain record of expense report submissions and reconcile against expenses paid
- Review charges on credit card for business travel; ensure that all expense reports are processed and paid on time
- Manage PR/PO process for vendor contracts, including preparing contracts using company systems, ensure compliance with correct processes and policies
- Follow up on required supplier information, POs, payment process and queries, and communicate PO to the supplier once properly approved
- Organize meetings, videoconferences, and teleconferences as requested
- Ensure technology is available and working for the meeting
- Organize catering and any special requirements for the meeting
- For major meetings and events, serve as key member of the planning and execution team
The Executive Secretary will typically support the Function leader and their direct reports, including remote support for those based in other countries. He/she will help them and their wider team as required with their travel, expense reporting, and general administrative duties.
Our company culture enables flexible working from office and home, with an emphasis on collaboration, curiosity and empowerment. As part of a wider network of Executive Secretaries, he/she will support colleagues to share workload as required, especially during times of peak workload or absence.
**Experience required**
- Minimum 5 years of administrative/secretarial experience in a corporate/professional environment, with progressive responsibility
- Experience supporting senior corporate executives
- Experience working in multi-cultural environment or matrix organization structure
- Professional secretarial certification or Diploma or Degree
- Strong proficiency in Microsoft PowerPoint
- Minute-taking; experience capturing & share discussion points, decisions and assigned actions, managing meeting follow-up
**Skills**
Administrative Tasks; Purchase Orders; Payroll; English Grammar; Processing Expense Reports; Travel Coordination; Workflows; Computer Applications; Executive Support; SharePoint; Microsoft Office; Database Entry; Office Management; Data Collections
**Our Purpose and Growth Culture**:
We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what’s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors - curious, empowered, inclusive and agile - and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit Our Purpose and Vision to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola.
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