Job Description

This will be a 2 years fixed-term contract role with full benefits. Conversion/renewal will be subjected to business performance and needs.

MAIN PURPOSE

The incumbent is a member of Shiseido Workplace Engagement Team who reports into the Workplace Engagement Manager. This person will be instrumental in supporting the Administrative and Secretarial Support for Shiseido Asia Pacific\'s Executive Committee members, provides an environment where effective administration, good organisational and planning support is done efficiently and effectively. He/she will work together with the rest of the Workplace Engagement team members to support the daily office administration operations, front desk and hospitality services.

KEY RESPONSIBILITIES

Administrative and Secretarial Support

• Enhance effectiveness by providing management support
• Manage calendar for EC leaders, by arranging and scheduling appointments, meetings and events
• Book meeting rooms
• Assist with travel management for division such as booking of flight, hotel, visa, insurance matters
• Assist division with travel-related T&E claims
• Arrange administrative logistics for internal and regional meetings for the division
• Raise purchase orders and invoices in a timely manner
• Arrange delivery of items/goods for the division
• Perform other ad-hoc general administrative duties or related duties as assigned

• Cover and support front desk and visitor management where required
• Update and maintain directory
• Office and seating plan maintenance
• Receiving and arranging outgoing deliveries, update and maintain mailroom tracking and storage organisation
• Attending to employees\' queries and feedback
• Coordinate with vendors and building management on building maintenance and housekeeping services as needed

• Minimum 3 years administrative experience
• Excellent written and verbal communication skills
• High level of accuracy in literacy and numeracy
• Discreet and able to maintain confidentiality
• Meticulous and pays high attention to detail
• Able to work independently on assigned responsibilities
• Strong time management skills
• Strong customer service and relationship building skills
• A team player with positive attitude and learning mindset.
• Resilient, adaptable, and resourceful. Able to multi-task and deliver results in a dynamic and fast-paced environment
• Good knowledge of Google functions, MS Word, PowerPoint and Excel

Shiseido