Manager, Admin Services

Working at West means having an opportunity to work by the side of our patients and customers, our global team members and the communities in which we operate - which all help contribute to a Healthier World.

At West, we are by the side of patients. The work we do impacts patients’ lives each and every day - our products are a critical part of healthcare delivery and we are proud of the role we play to improve patient health. We work by the side of our team members. We come together as one global team to deliver for our customers and help them address their challenges. We are a diverse, close-knit community of professionals, where everyone has a voice and opportunity to learn and grow through mutual trust and respect. With a 95 year plus history, we have a track record for success, which includes reported sales of $2.14B in 2020. We serve by the side of our community. Giving back is in our DNA—our team members across more than 50 sites globally are involved with hundreds of charities that have special meaning to them through our West Without Borders team member-led giving program.

**Job Summary**

In this role, you will be responsible to provide confidential executive administrative support to the Vice President & General Manager (VP & GM) for Asia Pacific, as well as other senior leaders assigned. In addition to calendar management, complex travel coordination, expense reporting and other routine day-to-day administrative duties, the incumbent will also be required to plan, coordinate and manage the end-to-end onsite and offsite meetings, conferences and events activities to ensure a smooth execution of such activities. The role will also be required at times to assemble highly confidential and sensitive information/presentation decks. This position will handle a diverse group of internal and external stakeholders across all levels. In addition, the role will lead a team of Executive Assistants/Admin Assistants to consolidate, review and streamline all office administration related processes to enable the administrative services team to operate efficiently and provide excellent administrative support to the organization.

**Essential Duties and Responsibilities**

**Executive Administrative Support**
- Provide effective and efficient secretarial and administrative support to the VP & GM
- Prepare and consolidate presentations/meeting materials as required by the VP &GM
- Manage the calendar scheduling of the senior leaders assigned effectively so that they can complete their obligations in an organized and efficient way
- Plan and coordinate internal and external meetings/events including but not limited to team, site-wide (e.g. town halls), off-site and one-on-one meetings
- Proactively manage the senior leaders’ calendars and deconflict any overlapping schedules based on priorities and urgency
- Manage the end-to-end business travel logístical arrangements of the senior leaders in accordance with the Company’s travel policies
- Assist senior leaders with expenses reimbursement reports preparations
- Provide logístical arrangement support for visiting colleagues, guests and customers when required

**Office and Facility Management**
- Maintain an up-to-date seating plan and office incumbent list on the digital desk booking system
- Collaborate with D&T team to resolve technical issues faced by users and provide enhancement feedback to improve on the overall user-experience for the desk booking system
- Monitor and maintain office and pantry supplies inventory level
- Support new hire onboarding process to ensure that all new hires receive a consistent and welcoming experience
- Guide new hires and team members on the usage of the Concur and travel booking system
- Ensure timely and regular servicing and maintenance of the office and pantry equipment
- Liaise with building management office or plant facility team to resolve any facilities-related issues

**Process Improvement & Project Management**
- Consolidate, review, and streamline current administrative services provided to the office
- Lead the team in planning and managing of major leadership meetings/events including but not limited to sourcing for appropriate venues, putting together the budget and event agenda
- Other relevant duties and projects as assigned

**Basic Qualifications**
- Minimum Diploma or equivalent in Business or related discipline. Bachelor’s Degree in will be a plus.
- At least 10 years of relevant work experience supporting a team of diverse senior leaders in an MNC and matrix environment with at least 2 years of people management experience
- Prior experience in organizing and managing major offsite meetings/events is required
- Proven track record in management of complex leadership team calendars across time zones and travel arrangements are a must
- Prior project management skills will be an added advantage
- Strong spoken and written English language skills

**Preferred Knowledge, Skills and Abilities**:

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