Job Description

Requisition ID: 51404

Date: Aug 19, 2022

Location: Singapore, Singapore, SG

Department: Administration

Description: 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 The Executive Assistant is a member of the Administrative Services team to provide excellent administrative and office management support services to the assigned location. In this role, you will be responsible to provide confidential executive administrative support to the senior leaders as 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 support, 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 for the senior leaders. This position will handle a diverse group of internal and external stakeholders across all levels.
Essential Duties and Responsibilities
Executive Administrative Support

• Provide effective and efficient secretarial and administrative support to the group of assigned senior leaders
• Prepare and consolidate presentations/meeting materials as required by the senior leaders
• 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 for the senior leaders supported
• Proactively manage the senior leaders’ calendars; deconflict any overlapping schedules based on priorities
• Manage the end-to-end business travel logistical arrangements of the senior leaders in accordance with the Company’s travel policies
• Assist senior leaders with expenses reimbursement reports preparations as needed
• Provide logistical arrangement support for visiting colleagues, guests and customers when required
  

Office Support and Facility Management

• Provide general administrative support to team members in the office
• Maintain an up-to-date seating plan and office incumbent list on the digital desk booking system
• Escalate technical issues faced by users and provide enhancement feedback to the D&T team to resolve issues and improve on the overall user-experience for the desk booking system
• Support new hire onboarding to ensure that all new hires receive a consistent and welcoming experience
• Guide new hires and team members on the usage of the Concur, travel booking and desk booking systems
• Manage and dispatch items received in mailbox and via courier to the respective team members
• Provide guidance to team members on any mail/courier services arrangement as required
• Monitor and maintain office and pantry supplies inventory levels
• Ensure timely and regular servicing and maintenance of all office, facility, and pantry equipment
• Liaise with building management office or plant facility team to resolve any facilities-related issues

• 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 5 years of relevant experience in supporting a team of Commercial and/functional leaders in a diverse MNC environment
• Strong proficiency in the English language (both verbal and written)
• Strong proficiency and demonstrated knowledge in MS Office suite (i.e. Outlook, PPT, Excel, Word); Prior experience with SAP and Concur is preferred but not mandatory
  

Preferred Knowledge, Skills and Abilities:

• Organized and proactive; able to anticipate needs and provide practical and balanced solutions
• Positive and professional personality with strong communication skills
• Strong team player who can collaborate and work well with colleagues across all levels in the organization
• Resourceful, possess a healthy sense of urgency and strong accountability
• Disciplined and possess strong follow up skills to ensure timely execution of activities
• Able to be aware of all relevant SOPs as per Company policy as they are related to the position
• Support and contribute in Lean Sigma programs and activities towards delivery of the set target

Able to comply with the company’s safety and quality policies at all times
West is an equal opportunity employer and we value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sex, gender identity, sexual orientation, age, marital status, veteran status, or disability status. If you have a special need that requires accommodation in order to apply to West, please send an email to Apply.Accommodation@westpharma.com. Where permitted by law, an offer of employment with West Pharmaceutical Services, or any of its subsidiary or affiliate companies, is contingent upon the satisfactory completion of background screening and/or a pre-employment drug screening.