Job Description

Responsibilities:
Calendar Management

• Management of 2 calendars (Asia Industry Sales and another) which includes meetings across Asia-EMEA-US time zones and will be majority of this scope.
• Coordinate internal and external meetings including but not limited to team meetings, all-hand meetings, off- site meetings, one-on-one meetings etc.

Travel Management

• Book domestic and international travel through the appointed travel agency, adhering to policies and guidelines (air, rail, hotel and cars as required)
• Assist with travel documents (passports, visas, approval letters) as needed
• Submit all travel-related expenses
• Ensure availability for emergencies when sponsor is travelling

Expense Management

• Timely submission of expense reports in accordance with policies and procedures
• Ensure that all expenses are charged to the correct cost centre

Purchase Order Management (minimum)

• Raise purchase orders, perform receipt of good and services (eg. purchase of laptop, food catering and workshop), and invoice approval.
• Ensure that supplier is compliant with policies and procedures.

Manage employees on-boarding and off-boarding (minimum)

• Coordination of support with IT, facilities team for on-boarding of new hires.
• Ensure off boarding clearance - locker, corporate credit card and mobile plan and access badge.

Event Management

• Manage logistics for meetings/events/workshop - internal and offsite.
• Work with the Event Venue Sourcing team for venue and logistic matters on offsite events.
• Update the organization chart and distribution list.
• Manage shared calendar.
• Provide overall administrative and operational support to the team.
• Support other administrative needs, as required.

Minimum Qualifications

• Seasoned EA with a track record of supporting C-level executives in a regional / global business.
• Business (JLPT N1) or native level competency in written and spoken Japanese required as this individual will be required to communicate with Japanese-speaking only internal and external stakeholders (EA / COS / BM of external customers)
• Excellent coordination and people skills, eagerness to do well with a high-level of accountability
• Candidate with/coming from tech background

We regret to inform that only shortlisted candidates will be notified / contacted.

For more information you can email Chloe Zheng in our Singapore office on chloe.zheng@teksystems.com quoting Job Reference Chloe Zheng 538809 or alternatively, apply here to register your interest.
http://jobs.en-sg.teksystems.com/R6SROt/executive-assistant-itcommunications-singapore-018989-singapore-16178849
Job reference : Chloe Zheng, 538809

EA Registration No: R22104900, Zheng QiMei

Allegis Group Singapore Pte Ltd, Company Reg No. 200909448N, EA License No. 10C4544

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