Executive Assistant, Consumer Healthcare

1 week ago

Singapore Mundipharma Full time

The Executive Assistant, Consumer Health provides regular ongoing support to the Senior Vice President, Consumer Health on a variety of administrative matters. She/He Provides additional departmental support along with support for other executive team and/or senior management team members on an as-needed basis.

Provides day to day support to the SVP and Senior Management Team on a variety of administrative and other tasks ensuring they are completed in a timely fashion:

- Manages calendar.
- Provides additional meeting support by arranging agendas, meeting dates/times/rooms and coordinating meeting participants.
- Attends meetings as required taking notes/minutes and follow-ups on action items.
- Coordinates travel arrangements
- Prepares and submits all expense reports, maintains and reconciles all records of transactions.
- Partners with Finance to prepare and manage the cost centre budgets.
- Acts as liaison between the Executive, management teams/clients and colleagues.
- Prepares presentations

Organizes and manages all meetings (e.g., weekly and monthly, other):

- Manages all event planning elements for on-site and off-site meetings, including invitation of guests, venue planning and booking, transportation planning and agenda development.
- Manages the logistics and implement appropriate technology/AV for events/meetings, cost-effectively with minimum optical footprint
- Attends and maintains agenda schedule for most meetings to ensure they remain on topic and on time.
- To ensure cost efficiencies, stay within budget, liaison with meeting venue to negotiate costs related to accommodations meeting rooms, catering selections, & audio-visual equipment.
- Makes conference bookings.

Attend administrative team meetings and support peers as a back up
- Inter-departmental administrative support to cover off during expected and unexpected leaves and also as workload fluctuates in order to ensure administrative functions across all departments function smoothly.
- Generates and manages purchase order (PO) function for department(s)
- Creates and updates purchase orders and share with respective vendors based on business request. Budget Tracking in Excel on status of POs to monitor payments and completion. Liaises with finance business partner(s) regularly to ensure alignment with numbers. Acknowledges invoices in finance system and works with Accounts Payable (AP) to ensure timely payments, filing and archiving Provides weekly updates for the department leaders with respect to tracking against the budget.
- Assist in new employee on-boarding.
- At the request of the executive(s), provides administrative support and assistance to projects that have a broad corporate scope and/or sensitive elements.

Qualifications and Skills:

- 3+ years in administrative support, preferred 5+ years administrative support working in department
- Secondary school diploma, preferred Post-secondary diploma, College diploma in Office Administration - Executive.
- Ability to multitask well and balance a variety of priorities simultaneously.
- Resourceful with a can-do attitude.
- Understand and adhere to the high confidentiality requirement of the nature of the work in the Legal department
- Ability to work well with diverse groups across all levels of the organization. including Senior Executives
- Ability to communicate both verbally and in written format.
- Proficient with Microsoft Office Suite
- Ability to adapt quickly to fast-paced and constantly changing dynamics of the industry and the organization

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