Job Description

• We are looking for an Executive Assistant. * Focus: Executive Assistant, Personal Assistant * Office location: Central

• We are looking for an Executive Assistant.
• Focus: Executive Assistant, Personal Assistant
• Office location: Central

Adecco is partnering with a leading US Tech MNC.

The Opportunity

• Adecco is partnering with a leading US Tech MNC to search for an Executive Assistant.
• Focus: Executive Assistant, Personal Assistant
• Office location: Central-West

The Talent

• At least 5-7 years of EA experience in a matrix organization.
• Immediate starter will be preferred.
• Well-versed in the use of Microsoft Office with an emphasis on PowerPoint which will be used for preparation of meeting / presentation decks and MS Excel
• Experience in sitting-in for business meetings and taking notes / action items for sponsor (not formal MoM)
• Demonstrate prior experience in working in a fast-paced environment, flexibility working across different time zones

The Job

Manage 2 APAC Leads ("the Sponsors") Calendar

• Customer calls/meetings take priority in the calendar
• Ensure pre-brief from Leads/AEs (30mins schedule before customer meeting)
• Request pre-brief document (preferred). Ensure agenda/customer brief documents are all ready for review before departure.
• There is an occasional need to liaise directly with Senior Exec of customer's EAs. (External stakeholders). This has to be coordinated effectively and efficiently.
• Ensure stakeholders in the countries are informed and briefed before Sponsors' arrival

LT Meetings

• From Corp/Area/APAC, to prioritize crucial meetings (weekly and monthly)
• Ensure agenda in place and if preparation required by the Sponsors. Plan the preparation schedule accordingly with any stakeholders and contributors to the contents.

1:1 Request

• Ensure agenda/subject is in place
• For regular 1:1 request, ensure Sponsors have agreed and to be discreet to schedule either monthly or quarterly, frequency to be determined.

Schedule Conflicts management

• Friendly and diplomatic in handling schedule conflicts with other stakeholders.

Internal Rhythm of Connect (ROC) Meetings & Calls (eg, FSI Community Call, All Hands, Outlook Call)

• To liaise with respective parties to plan and prioritize all internal calls.
• To work directly with APAC Lead on his/her schedule, meeting needs, prioritization and attendance.
• To work directly with APAC Lead and BPM to setup account base cadence calls, ensure the right participants are invited and manage changes promptly.
• To attend selected (about 2-3) internal pursuit account call to record and publish action items.
• Manage Team events such as kick-off, offsite, team get-together, including logistics, venue sourcing, claims, communications.

Interviews

• Work with GTA on interview schedule
• Ensure recruiter provides full details including (name of candidate/name of hiring manager/location of candidate-time zone scheduling)
• Duration 30min-45min for all interviews, according to Sponsors' preference.

Air/Hotel/Ground Transportation

• Ensure smooth transitions between time zones
• Coordinate with Amex with flight/hotel/airport pickups efficiently.
• Manage international travel process competently especially in the requirement of entry visas/permit
• Ensure travel documents/permits' validity before departure

Purchases (PO)

• To raise PO for team's purchases requirement and in full compliance with company's buying policy
• To be careful to have PO raised & approved before purchases/services are received/commenced
• To initiate 'Single Payment Request' if vendor is not listed in Vendor List
• To initiate "New Vendor Application" if vendor request to be listed in Vendor Programs

Internal Order (IO)

• To request for IO number (from Finance Tea) for special projects/request payment
• To request IO# for payment outside Singapore

Claims

• To submit expense report for Sponsors and Sponsors' directs (selective).
• Ensure all claims are in compliance with claims policy
• Ensure all claims are submitted timely before deadline.

Others

• Group distribution (organize/set up/update)
• Company's Authorize (Safe Limit) - to assist with set up for leaders as required.
• Submit Sponsors' medical claim (as requested).
• Assist in on-boarding for new team members includes facility orientation/Org chart introduction of team etc.
• Safe keep & manage teams' gifts, tech assets (laptops of those who have left the company).
• Organize gifts/flowers delivery for team's awards/ celebrations/ new births etc.
• Any other ad-hoc request/assistance

Next Step

• We could contact you in the soonest time if you directly send your resume to:

. * Email Topic: Job Application - Executive Assistant

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

Sherlyn Goh Xue Lin

EA Licence Number: 91C2918
Personnel Registration Number: R22104124