Job Description

Location(s): Singapore

City/Cities: Singapore

Travel Required: 00% - 25%

Relocation Provided: No

Job Posting End Date: October 19, 2023

Shift:

Summary:

Our leadership has the commitment to do what is right, to help set direction for others, and to facilitate tough decisions when required. They are some of the most highly respected business professionals in the world and we have an exciting position for a candidate that wants to learn and growth with these incredible mentors. We are seeking an Executive Secretary to join our team to support our VP of Strategy & the Strategy. This is a fast-paced position that requires you to be flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.

KEY WORKING PARAMETERS

Focus, Scope, & Impact:

• The Executive Secretary for Strategy will support the VP of Strategy & Strategy team. He/she will help them and their wider team as required with their travel, expense reporting, and general administrative duties. In addition, he/she will also provide team support on Purchase Order/Requisitions (PO/PR) and team events as well as other ad-hoc requirements.
• As part of a wider network of Executive Secretaries, he/she will support colleagues to share workload as required, especially during times of peak workload or absence

Work Focus

Travel & Expenses

• Arrange travel logistics, such as air tickets, visa requirements, hotel, and ground transport
• Liaise with local hosts on agenda, room reservations and facilities
• Prepare trip itinerary prior to each trip, as needed
• Assist with other team members and guests travelling
• Complete timely and accurate submission of expense reports
• Maintain record of expense report submissions and reconcile against expenses paid
• Review charges on credit card for business travel against bank statements; ensure that all expense reports are processed and paid on time

Purchase Order/ Requisition

• Manage PR/PO process for vendor contracts, including preparing contracts using company systems, ensure compliance with correct processes and policies
• Follow up on required supplier information, POs, payment process and queries, and communicate PO to the supplier once properly approved

Meeting Management

• Organize meetings, videoconferences, and teleconferences as requested
• Ensure technology is available and working for the meeting
• Organize catering and any special requirements for the meeting, if required
• For major meetings and events, serve as key member of the planning and execution team

KEY SUCCESS PARAMETERS

Experience required

• Minimum 5 years of administrative/secretarial experience in a corporate/professional environment, with progressive responsibility
• Experience supporting senior corporate executives
• Experience working in multi-cultural environment or matrix organization structure
• Professional secretarial certification an advantage, but not required
• Diploma or Degree an advantage, but not required

Qualities:

• Attention to detail and strong sense of ownership
• Calm efficiency under pressure
• Positive outlook and attitude
• Tact and diplomacy, especially in stressful or conflict situations
• Absolute discretion and confidentiality
• Skillful planning and organizing
• Proactivity and self-starter able to work independently
• Strong teamwork
• Strong and clear communication skills

Skills: Computer Applications, Database Entry, Data Collections, English Grammar, Executive Support, Microsoft Office, Microsoft SharePoint, Office Administration, Office Management, Payroll, Processing Expense Reports, Purchase Orders, Travel Coordination, Workflow Management

Our Purpose and Growth Culture:

We are taking deliberate action to nurture an inclusive culture that is grounded in our company purpose, to refresh the world and make a difference. We act with a growth mindset, take an expansive approach to what\xe2\x80\x99s possible and believe in continuous learning to improve our business and ourselves. We focus on four key behaviors \xe2\x80\x93 curious, empowered, inclusive and agile \xe2\x80\x93 and value how we work as much as what we achieve. We believe that our culture is one of the reasons our company continues to thrive after 130+ years. Visit to learn more about these behaviors and how you can bring them to life in your next role at Coca-Cola.

Coca-Cola