Office Assistant

Job Summary:

The Executive Assistant is a member of the Administrative Services team to provide excellent administrative and office management support services to the assigned location. In this role, you will be responsible to provide confidential executive administrative support to the senior leaders as assigned. In addition to calendar management, complex travel coordination, expense reporting and other routine day-to-day administrative duties, the incumbent will also be required to support, coordinate and manage the end-to-end onsite and offsite meetings, conferences and events activities to ensure a smooth execution of such activities. The role will also be required at times to assemble highly confidential and sensitive information/presentation decks for the senior leaders. This position will handle a diverse group of internal and external stakeholders across all levels.

Executive Administrative Support

• Provide effective and efficient secretarial and administrative support to the group of assigned senior leaders
• Prepare and consolidate presentations/meeting materials as required by the senior leaders
• Manage the calendar scheduling of the senior leaders assigned effectively so that they can complete their obligations in an organized and efficient way
• Plan and coordinate internal and external meetings/events including but not limited to team, site-wide (e.g. town halls), off-site and one-on-one meetings for the senior leaders supported
• Proactively manage the senior leaders’ calendars; deconflict any overlapping schedules based on priorities
• Manage the end-to-end business travel logistical arrangements of the senior leaders in accordance with the Company’s travel policies
• Assist senior leaders with expenses reimbursement reports preparations as needed
• Provide logistical arrangement support for visiting colleagues, guests and customers when required

Office Support and Facility Management

• Provide general administrative support to team members in the office
• Maintain an up-to-date seating plan and office incumbent list on the digital desk booking system
• Escalate technical issues faced by users and provide enhancement feedback to the D&T team to resolve issues and improve on the overall user-experience for the desk booking system
• Support new hire onboarding to ensure that all new hires receive a consistent and welcoming experience
• Guide new hires and team members on the usage of the Concur, travel booking and desk booking systems
• Manage and dispatch items received in mailbox and via courier to the respective team members
• Provide guidance to team members on any mail/courier services arrangement as required
• Monitor and maintain office and pantry supplies inventory levels
• Ensure timely and regular servicing and maintenance of all office, facility, and pantry equipment
• Liaise with building management office or plant facility team to resolve any facilities-related issues
• Other relevant duties and projects as assigned

Basic Qualifications

• Minimum Diploma or equivalent in Business or related discipline. Bachelor’s Degree in Business will be a plus.
• At least 5 years of relevant experience in supporting a team of Commercial and/functional leaders in a diverse MNC environment
• Strong proficiency in the English language (both verbal and written)
• Strong proficiency and demonstrated knowledge in MS Office suite (i.e. Outlook, PPT, Excel, Word); Prior experience with SAP and Concur is preferred but not mandatory

Preferred Knowledge, Skills and Abilities:

• Organized and proactive; able to anticipate needs and provide practical and balanced solutions
• Positive and professional personality with strong communication skills
• Strong team player who can collaborate and work well with colleagues across all levels in the organization
• Resourceful, possess a healthy sense of urgency and strong accountability
• Disciplined and possess strong follow up skills to ensure timely execution of activities
• Able to be aware of all relevant SOPs as per Company policy as they are related to the position
• Support and contribute in Lean Sigma programs and activities towards delivery of the set target
• Able to comply with the company’s safety and quality policies at all times

Travel Requirements:

• Not required.