Job Description

The Position

• The Assistant to Head of AH supports the department within the ROPU ASKAN Regional Office with a focus on the Head of the Business and the Management team in the execution of the ROPU plans as well as the administrative tasks of the department.
• Key areas of responsibility include event and meeting management, budget tracking, launch excellence tracking, management of contracts and communication platforms (intranet).
• The administrative tasks are to provide support to the Business Head, Function Heads and the members of the department (POs, travel planning, travel expenses etc.)

Duties & Responsibilities1. Strategic:

• The Assistant to Head of AH is responsible for the tactical execution of administrative services to; Business Heads, Function Head, and, to members of the department
• Consistently able to discharge required/ expected work and output in an organized, efficient, effective, and, sustainable manner
• Consistently able to efficiently and effectively provide appropriate, relevant, and, comprehensive sustainable support, and, accurate information in a timely and professional manner
• Customer feedback

2. Driving Business Results/ Process/ Cross-Functional Collaboration

• Assisting with the operations of the AH team, ensuring a smooth and efficient workflow.
• Diary management and scheduling for the Business Head
• Raise payment requests & expense reimbursements for senior management
• Manage filing, updating, retrieval & archiving of information & documents, records retention
• Maintain office supply inventory and order additional supplies as needed.
• Prepare presentation materials (including graphs, charts, PowerPoint, Excel), statistics, reports and letters for activities pertaining to the department
• Arrange for system/office access and preparation for newly hired or appointed employees with the department
• Assist with reception duties for the Singapore office
• 3. Event Management
• Organize meetings (internal and external), conferences, onboardings and workshops; appointments & teleconferences
• Coordinate travel activities for the Department and liaise with other Functional Administrators on Function Heads\' travel (includes preparing the agenda & writing/distributing minutes, flight bookings, hotel reservation, ground transportation, meeting registration, meals, refreshments, stationery)
• Budget planning and tracking of expenses of activities related to the above
• Prepare and collate presentation slides, as needed

4. Maintain Department Internal Web Site In Mybi.

• Collate, compile, edit and upload relevant content to the web site for the regional AH team
• Participate and represent the department in myBI meetings and improvement projects

5. Administrative And Operational Support To Head Of AH.

• Organize calendar, manage claims, and other activities as assigned
• Manage and process payments, invoices, purchase orders and requisition, vendor creation on behalf of the ROPU AH team. Liaison with vendors and GBS Finance, Local Finance for payment issues and follow-up.

Requirements

• Minimum Diploma / Bachelor\'s Degree in Business Administration
• Strong interest in business and communications
• Ease in prioritizing and managing multiple projects
• Minimum 5 years of experience in relevant field
• Strong sense of initiative and adaptation to various tasks and projects
• Detail orientated
• Proficient with all Microsoft Office (Word, Powerpoint, Excel)
• Knowledge / handling of internal Finance and IS systems / tools
• Able to multi-task competently
• Thrives in a team environment, yet able to work independently
• Able to interact with different cultures and people at all levels

Boehringer Ingelheim