Job Description

MAIN PURPOSE

The incumbent will provide an environment where effective administration, good organizational and planning support is done efficiently and effectively.

In this role, you will be supporting both the Chief Financial & Operations Officer and Vice President, Marketing. You will be responsible for a mix of administrative and operational activities. The ideal candidate will be proactive, organized, able to maintain strict confidentiality of corporate and personal information and bring a blend of professionalism, passion and flexibility to the role.

KEY RESPONSIBILITIES

• Calendar and Schedule Management:

• Plan, organize and manage executive calendar to resolve conflicts, protect/align time with priorities.
• Advise the leaders of impending work deadlines for both internal and external commitments, e.g., management meetings, reports, presentations, conference, projects.
• Apply judgement with full understanding of urgency and priorities of the business.
• Anticipate critical rhythm of the business initiatives and manage changes effectively.
• Work closely with the EA team to ensure information flow and close coordination of internal activities, meetings, and travels.
• Provide back-up support for other executive assistants when needed.

• Communication Coordination / Relationship Management:

• Managing all incoming communications (phone calls / emails, and messages), prioritizing importance, and relating critical information. Use initiative to deal with queries where necessary.
• Draft, proofread and edit correspondence and other communications materials on behalf of the executive in a timely and efficient manner.
• Liaise with the EA team and key external parties to set up meetings as appropriate and maintaining good communications.
• Collaborate closely with cross-functional key stakeholders to ensure smooth daily operations.

• Travel Arrangements:

• Organize comprehensive travel itineraries, including flights, accommodation, transportation, and other logistical details, while considering time zones, visa requirements, and personal preferences.
• Occasionally coordinate travel logistics for Marketing/Finance & Operations Leadership Team members as well as VIP Guests as assigned.

• Expense Management:

• Track and reconcile expense reports, ensuring adherence to company policies and guidelines.

• Meeting Preparation and Support:

• Assist in preparing materials, reports, and presentations for meetings. Attend meetings as required, take accurate minutes, and follow up on action items to ensure timely execution.

• Information Management:

• Maintain an organized and up-to-date filing system, both physical and digital, for documents, records, and other essential information related to the executive\'s responsibilities.

• Special Projects:

• Assist to support / plan events, lunches/dinners, office visits or regional meetings as required.
• Any other administrative duties or ad-hoc projects as assigned.

• Confidentiality: Handle sensitive information with the utmost discretion, always maintaining strict confidentiality along with excellent judgement, and a high degree of maturity/professionalism.

• Tertiary education with minimum 8 years of relevant experience in supporting senior executives / C-Suite level in a fast paced, MNC environment.
• Fluent in English and possess excellent written and verbal communication skills.
• Strong interpersonal skills and ability to communicate effectively with all levels of personnel.
• Proficiency in using Microsoft Office Suite (Outlook, SharePoint, Word, PowerPoint, and Excel).
• Excellent time management skills, strong organisation skills with the ability to multi-task, attention to details, deadlines, and quality of work.
• High level of professionalism, adaptability, and discretion in handling confidential information.
• Demonstrates high degree of self-initiative, resourcefulness, flexibility with a strong sense of responsibility and teamwork spirit.
• Adapts to a dynamic work environment with a keen sense of cultural sensitivity and inclusion.

Shiseido