Job Description

Scope of Role

Provide full secretarial and administrative support of a confidential nature to the CEO Asia Pacific and designated members of the Asia Pacific Management Board (APMB). This role will manage and handle a broad spectrum of business and administrative responsibilities to facilitate the effective leadership of the CEO and APMB members.

Responsible for the management and operations of the Singapore Regional Office including tasks related to the procurement of office supplies, proper inventory control and maintenance of the amenities.

Key Tasks-Internal Stakeholders

Executive Assistant to:

1) CEO

\xc2\xb7 Provides office administration support and assistance to CEO and APMB members

\xc2\xb7 Schedule, organize and coordinate internal and external meetings, conference calls, business reviews, townhall, conference, events and logistic arrangements, both independently and by working closely with the broader Asia Pacific team, cross-functions and other executive assistants

\xc2\xb7 Manage travel and hotel arrangements, visa applications, travel itineraries, transfers, travel expenses and other logistic arrangement for CEO and APMB members

\xc2\xb7 Perform a wide range of administrative tasks including but not limited to, managing an active calendar, handling of expense reports and invoice payment, draft correspondence promptly and professionally, handling incoming calls, attending to guests and visitors, following up on work tasks and email correspondence, scanning of documents, mailing of letters or packages, making reservations, running business related errands etc

\xc2\xb7 Coordinate the administrative and logistics aspects of meetings when held locally and overseas, ensuring efficient use of time when arranging key meetings and business activities, acting as secretarial and person-in-charge and maintain management schedule.

\xc2\xb7 Preparation of notes/materials for meetings including CEO presentations, management report and communication which requires a high level of individual judgement and creativity

\xc2\xb7 Provide support in formulating agenda for management meetings, business updates and executive summaries to CEO

\xc2\xb7 Play key role in organization and/or coordination of events within own division as well as those that involve collaboration with other divisions eg conference, townhall, business update calls etc

\xc2\xb7 Manage CEO\xe2\x80\x99s office in his absence and ensures all matters requiring the CEO\xe2\x80\x99s attention are redirected with discretion and attended to meticulously and promptly

\xc2\xb7 Undertake any other function-related duties and tasks assigned

2) APMB and Country Management

\xc2\xb7 Assist and provide assistance to the other APMB members where necessary

\xc2\xb7 Follow up on all issues and open tasks arising from APMB or any other related meetings

\xc2\xb7 Coordinate activities relating to Country Business Reviews, including follow up with country (senior) management

\xc2\xb7 Liaise and facilitate the flow of information between CEO\xe2\x80\x99s office, APMB & their teams and Country Management Teams

\xc2\xb7 Monitor and ensure that strategic projects are on track and within budgets

Office Support Manager:

\xc2\xb7 Responsible for the management and operations of the Singapore Regional Office

\xc2\xb7 Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems etc

\xc2\xb7 Ensure equipment such as photocopier, meeting rooms, shared IT devices are fully functional and ready for employee use

\xc2\xb7 Develop and execute procedural and policy changes to improve operational efficiency and productivity

\xc2\xb7 Liaise with Facility Management on office facilities repair, cleaning, maintenance and other ad-hoc matters

\xc2\xb7 Procure and maintain office supplies and inventory

\xc2\xb7 Any other ad-hoc duties assigned by the CEO

Key Tasks-External Stakeholders

1) Suppliers (travel agents, hotel, other service providers)

\xc2\xb7 Liaise for the purpose of information requests, provision, event/meeting coordination & confirmation, and ensuring adherence to company policies and procedures

2) Other Department Administrators and Country Management

\xc2\xb7 Coordinate meetings and arrangements

\xc2\xb7 Coordinate with other departments\xe2\x80\x99 coordinators to ensure that administrative office information and procedures are updated and complied with efficiently.

Process

1) APMB/Management Meeting Support

\xc2\xb7 Prepare APMB/Management meeting agenda, attend meetings, take minutes & follow-up on action items

2) Communication support

\xc2\xb7 Prepare/manage all CEO presentations and communications, proactively support in the creation and enhancement of the contents of such presentations and communications

\xc2\xb7 Provide business updates and executive summaries to CEO

3) Country Business Reviews and Quarterly Business Meetings

\xc2\xb7 Manage schedules & follow-up on tasks and open items

4) Customer/Guest visits

\xc2\xb7 Coordinate and prepare customer or guest visits

5) Information Management

\xc2\xb7 Organise and maintain an up-to-date filing system that provides quick and efficient reference to safeguard confidentiality and ensure easy retrieval

\xc2\xb7 Identify issues and follow up on actions plans and next steps with relevant stakeholders/customers

\xc2\xb7 Disseminate information as requested

6) Requisition Management

\xc2\xb7 Process Travel Request System and Purchase Requisition System (eProcurement)

\xc2\xb7 Obtain necessary approvals for all purchase/travel requisitions & expense claims

People Management

\xc2\xb7 The incumbent of this position must also be able to demonstrate the ability to negotiate and navigate a complex organizational structure, influence decisions/actions through provision of value-added inputs into the organisation\xe2\x80\x99s business processes and APMB/Country Management to deliver on commitments/ deadlines.

Key Capabilities/Competencies

\xc2\xb7 Confident, presentable and discreet

\xc2\xb7 Excellent computer skills including high proficiency in Microsoft Word, Excel, Outlook and PowerPoint

\xc2\xb7 Highly proficient English language skills, spoken and written.

\xc2\xb7 Experience in using technological tools like Teams, Zoom etc in the organisation of meetings

\xc2\xb7 Time management skills: ability to prioritise, deal with complexity/ambiguity and organise well

\xc2\xb7 Strong negotiation skills

\xc2\xb7 Strong communication skills

\xc2\xb7 Strong organisational skills

\xc2\xb7 Ability to effectively interact with both Senior and Country Management

\xc2\xb7 Ability and willingness to undertake occasional business travel

\xc2\xb7 Ability to effectively adapt quickly to emergency situations, multi- task

\xc2\xb7 Effective presentation skills

\xc2\xb7 Knowledge of business and operations in Asia will be an advantage

Qualification and Experience

\xc2\xb7 At least 5 years\xe2\x80\x99 of experience in senior management administrative support and office administration

\xc2\xb7 Diploma or degree or equivalent in a related field

DHL