Senior Assistant to Marketing Vp Asean
2 days ago
We are recruiting a Senior Assistant to work as an executive secretary to our Vice President of Marketing, based in Singapore.
**Focus, Scope, & Impact**:
- The Executive Secretary will support the VP of Marketing team. He/she will help the VP and their wider team as required with their travel, expense reporting, and general administrative duties. In addition, he/she will also provide team support on Purchase Order/Requisitions (PO/PR) and team events as well as other ad-hoc requirements.
- 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
**Work Focus**
Time, Calendar and Meeting Management
- Coordinate the VP’s calendar, managing incoming and outgoing requests
- Ensuring events are pre-planned, routines and meetings scheduled and smoothly run
- 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, if required
- For major meetings and events, serve as key member of the planning and execution team
Travel & Expenses
- 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 travelling
- 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 against bank statements; ensure that all expense reports are processed and paid on time
Purchase Order/ Requisition
- 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
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 an advantage, but not required
- Diploma or Degree an advantage, but not required
- Technologically savvy with ability and willingness to be up to date on the use of technology and its latest development
Qualities:
- Self-sufficient, pro-active and anticipating
- Problem solver & willing to take decisions independently within parameters
- Tenacity & ability to persuade
- Good attention to detail
- Embracing technology, tools and latest developments
- Strong sense of ownership
- Calm efficiency under pressure
- Positive outlook and attitude
- Tact and diplomacy, especially in stressful or conflict situations
- Absolute discretion and confidentiality
- Skillful planning and organizing with ability to multitask effectively
- Strong teamwork
- Strong and clear communication skills
**Skills**:
Purchase Orders; English Grammar; Payroll; Office Administration; Processing Expense Reports; Travel Coordination; Computer Applications; Executive Support; Microsoft Office; Workflow Management; Database Entry; Microsoft SharePoint; Office Management; Data Compilation
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