Executive Assistant Office Manager

JOB SUMMARYThis role is responsible for supporting the SVP, Commercial of Asia, by managing calendars, scheduling meetings, and coordinating appointments to ensure optimal time management. In addition, the role oversees daily office operations, ensuring the workspace is well-maintained and functional, while proactively identifying opportunities to streamline and enhance processes. The incumbent will also provide support for commercial and business operations as needed. ESSENTIAL JOB FUNCTIONSManage SVP, Commercial of Asia calendar, appointments, meetings and travel itineraries: Manage correspondence and communications, and coordinate timing and logistics for all internal and external meetings, ensuring the schedule is optimized for efficiency.

Assist in the planning and execution of special projects and events such as Annual Kick-off meetings and APAC Leadership Team meetings. Take meeting summary and distribute to the leadership team for follow up. Assist in preparation and editing presentations per request. Support with the creation of graphical and textual content for presentations and communications. Point of contact between key executives and clients, and other external partners. Arrange travel itineraries, this includes visa and travel documents, lodging and transportation for global visitors. Responsible for general office administration and clerical support. This includes:

Managing the reception and corporate visitorsManaging calls, mails and deliveriesMaintenance of office equipment, and office suppliesAssist in office-related activities, projects and eventsManage purchasing, vendors, and invoicesDevelop and implement office policies and procedures to ensure the smooth running of operations. Support the marketing activities and events in Singapore. Facility management and coordination of the work of the contractors and vendorsEnsure compliance with government, building management and company safety regulations. Oversee onboarding and offboarding processes for employees (IT Equipment management / Company property management). Process purchase requisition, purchase order, accounting and banking related work.

Involve or lead projects and assignments as part of the professional development opportunity. QUALIFICATIONSEducation, Training & ExperienceAt least tertiary education. Minimum 8 years’ experience in office administration and supporting senior leadership in multi-national organizations. Knowledge, Skill, and AbilityHighly detail oriented and organized at work. Self-starter with ability to manage work autonomously. Being able to think out of the box to improve the efficiency of current processes, as well as being meticulous and flexible in supporting the teamAbility to work independently and effectively on multiple priorities. Strong collaborator with the ability to work well within the department and cross-functionally.

Comfortable in a global, fast-paced, always-on, highly matrixed environment. Professional, high motivation to succeed, focused and resourceful in problem solving. Proficient in advanced Excel functions and MS Office. Experience in SAP would be an advantage. Willing and able to work flexible hours occasionally when there are business needs. Flexible for occasional business travel when needed.