Executive Summary
Smart IMS Inc provides Digital technology & Cloud transformation services, Application & Infrastructure Management Services, Unified Communications and Insurance implementation services to customers across the Americas, Europe, Middle East, and Asia-Pacific regions. As the trusted technology and business partner of leading MNCs, including Global Investment Banks, Smart IMS is also a Microsoft Gold Certified Partner, Oracle Platinum Partner and AWS MSP Partner.
We are looking for a Executive Assistant / Business Support Administration to provide high-level administrative and coordination support to senior executives. The ideal candidate is proactive, highly organised, and capable of managing multiple stakeholders calendars while ensuring seamless daily operations.
Key Responsibilities:
- Executive assistance includes calendar management, tasks, travel booking, claims etc
- Work closely with reporting manager - country technology executive on day-to-day organization matters.
- Establish Meetings and Governance routines for stakeholder.
- Responsible for organizing engagement event, logistics, invitations, set up workshops, trainings, hosting/opening virtual events.
- Responsible for internal publications associated with employee networks, events, activities, pools and surveys.
- Work under defined business standards and processes, performing a wide range of business support tasks with due regard to confidentiality and safeguarding,
- Expense management through Resource changes, on-boarding, off-boarding, reporting and metrics as well as reconciliation with overall APAC Technology organization reports.
- Attend General ad hoc requests as needed for executive level meetings, business presentations, corporate communications, etc.
- Generate Organizational metrics.
- To create and manage information relating to finance, staffing information, procurement, or any other service requirement.
- To undertake a range of financial support processes, processing claims and orders, engagement events, logistics, resolving issues.
- Collaborate with other business support staff and administrative assistants.
- Assist in ad hoc financial analysis and reconciliation.
- Administration and Business Support Activities on Requisitions, HC, Seats review and management.
Requirements:
- Dynamic personality, extrovert and can engage with wide spectrum of individuals in organization - junior entry level to C suite.
- 4-5 years of working experience in executive assistance, administration, business support, banking, auditing, or consulting
- Excellent communication skills (written and verbal).
- Able to drive employee engagement initiative - in person in Singapore and virtual events covering 5 countries.
- Familiarity with Diversity, Opportunity and Inclusion activities, volunteering events to be conducted in organization.
- A team player and collaborate well with multi-ethnic and multi-cultural team spread across Asia Pacific - includes peers, partners, and stakeholders
- Desirable to have multilingual verbal communication with Singapore, Hong Kong and Taiwan staff.
- University degree in related fields e.g., finance, accounting, business administration or equivalent.
- Good Time management. Strong data and analytical skills - quantitative analytics
- Management reporting skills, possess expertise in Excel, MS Access, Tableau and PowerPoint to communicate progress against targets.
- Experience in a presentation/graphic design role in and Technology Services Company is a plus
