Job Description

Location(s): SingaporeCity/Cities: SingaporeTravel Required: 00% - 25%Relocation Provided: NoJob Posting End Date: April 16, 2024Shift: Summary:We are recruiting a Senior Assistant to work as an executive secretary to our Vice President of Marketing, based in Singapore.Focus, Scope, & Impact:

• The Executive Secretary will support the VP of Marketing team. He/she will help the VP 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 FocusTime, Calendar and Meeting Management

• Coordinate the VP\xe2\x80\x99s calendar, managing incoming and outgoing requests
• Ensuring events are pre-planned, routines and meetings scheduled and smoothly run
• 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

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

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
• Technologically savvy with ability and willingness to be up to date on the use of technology and its latest development

Qualities:

• Self-sufficient, pro-active and anticipating
• Problem solver & willing to take decisions independently within parameters
• Tenacity & ability to persuade
• Good attention to detail
• Embracing technology, tools and latest developments
• 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 with ability to multitask effectively
• Strong teamwork
• Strong and clear communication skills

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