• Our Client is a well-established European Pharmaceuticals MNC.
• Twelve (12) Months' Contract.
• Reporting line: Vice President, Head of Quality and Supply Chain for Southeast Asia and Taiwan (SEAT).

Responsibilities:

Calendar Management  

• Send meeting invites to invitees on behalf of Managers.
• Manage calendar invites by accept/decline/propose new times based on Manager’s schedule and priorities that will be clearly discussed with the Manager.
• Re-schedule meetings in accordance to Managers’ availabilities taking into considerations meetings prior to and post to the said meetings ensuring sufficient turnaround time for e.g. to walk from one meeting to another as well as flight departure and landing timings.
• Book meeting rooms up to 6 months in advance regardless of whether a meeting has been scheduled given insufficient meeting space ensuring that on a daily basis, at least one meeting room is available for use from 9am to 5pm.
• Ensure sufficient seats are available for recurring meetings and before each recurring meetings, to check that audio and visuals are working. If insufficient seats, to bring extra chairs and if audio and visuals are not working to escalate to IT for help until resolved.
• If required by Managers, to ensure food is ordered and served at timings required by Managers for meetings.

Expense Reporting 

• Perform monthly travel and entertainment expenses claim on a timely basis.
• Ensure accurate claims including correct currency and amount as well as supporting documents attached.
• Ensure Amex balances are all zerorized and out of pocket expenses are reimbursed to Managers.
• Ensure timely responses to queries raised surrounding expenses by Managers, Supervisors or ERP Administrator.

Meeting Preparation and Logistics

• Provide logistics and setup support for meetings the Manager is leading (LTs, 1x1s, etc.) and prep for meetings the Manager is attending.
• Prior to printing, to confirm with Managers on # of copies required, whether printing shall be colored or black and white and whether shall be slipped into folders.

Manage Visa and travel arrangements for Managers and some members of the Leadership Team

• Prior to Managers’ travel, to find out documentation, vaccination and other requirements (for e.g. photo, photocopy of previous Visa, Visa application fee) at least 14 days prior to travel. Ensure formal documentation for e.g. Visa are applied and obtained for Managers at least 7 days prior to travel. Ensure Managers are vaccinated at least 5 days prior to travel.
• Ensure travel arrangements including airfare, hotel, airport pick up are arranged at least 14 days prior to travel or in accordance to Global travel policy.
• If Managers are traveling back-to-back, ensure that Passport would be available to Managers at least 3 days prior to each travel. Administrator needs to plan out timing accordingly.
• Prior to Managers’ team travelling into Singapore, ensure to check team members who would require a Visa to arrive in Singapore. To furnish Visa application letter at least 1 month prior to team members arrival.

Other Responsibilities

• New employee set-up: arrange for newcomers, laptop, locker set up, induction to Managers’ team.
• Arrange for exit clearance for leavers from Managers’ team.
• Update Organization Chart of Managers team and store in respective folder as instructed by Managers.
• Set-up, update, manage any MS Teams sites the Manager needs.
• Perform any other ad-hoc jobs as may be assigned by Managers including organizing farewell/welcome lunches, organizing Regional meetings/workshops sponsored by Managers or Managers’ team members, raising tickets to WREF/HR/IT for resolution of Managers’ issue/Managers’ team issue.

Requirements:

• Degree in Business Administration.
• At least 3 to 5 years' relevant experience in Secretarial and Administrative support.
• Excellent analytical and problem solving skills, with International mind set.
• Effective written & verbal communication skills.
• Business acumen.

Other Information:

• Working Location: West.
• Working Hours: Mondays to Fridays, 8.30am to 5.30pm.
• Critical: Due to the organization's affirmed support and commitment to developing a Singaporean core, this role is only available to Singaporeans.

To apply, please visit www.gmprecruit.com and search for Job Reference: 20005.
To learn more about this opportunity, please contact Novita Tan at novita.tan@gmprecruit.com
We regret that only shortlisted candidates will be notified.
GMP Recruitment Services (S) Pte Ltd | EA License: 09C3051 | EA Personnel: Novita Tan | Registration No: R1220374