Job Title: Administrative Assistant / Secretary
Working Location: Tuas, Singapore
Key Responsibilties :
Internal and External Communications
- Act as the point of contact for internal and external client, and assisting VP to better communicate with different parties
- Liaise with executive and senior administrative assistants to handle requests and queries from senior managers
- Be conservative and appropriate in using language and publicity, keeping confidential
Calendar Management
- Organize and schedule appointments
- Meeting time confirmation, proper meeting room reservation, send out meeting notice, and make sure invitees attending on time
- Come up meeting agenda based on the meeting purposes. Be familiar with agenda, objectives, and any relevant background information before the meeting begins
- Negotiating with relevant parities to ensure the smooth of the activity's implementation
Guest / Customer Visit Management
- Responsible for company VP and above visitor's welcoming, hosting, hospitality service and logistic support utilizing all resources available
- Appropriate hospitality shall be given to visitors and the hosting shall be efficient and effective
Documentation
- Develop and maintain a filing system
- Take meeting minutes and track follow-up actions
Travel Management
- Making itinerary and agenda for VP, making sure that hotel reservation, tickets, ground transportation are arranged accordingly and properly
- Arrangements and itineraries should be made conscious of jetlag if necessary
Clients and visitor's database keeping
- Keeping database of customers / guests / visitors contacts, including their past visits
- Keeping database on their preference and restrictions, visiting records, etc.
- Updating the database on quarterly basis
- Make expense claim for VP and make sure the claim in time and accuracy
- Make sure the expense in accordance with company standard
AA Group Team Work Devotion
- New ideas suggestions and defects findings
- Experienced guiding new recruits
- Business activity organization
- Resources & information summary and shares
Qualifications
- Bachelor's degree and above
- It is good to be familiar with the biopharmaceutical industry
- Good spoken and written skills in both Chinese and English
- Familiar with Outlook, Ariba, OA etc.
- More than 2 years of relevant work experience, familiar with customs and habits of Chinese, European and American countries, and those with relevant work experience will be preferred.
- Strong service awareness, centered around the customer.
- Can adapt well to a fast-paced work environment, has a strong sense of responsibility, strictly adheres to company confidentiality, and is full of innovative spirit.
- Strong sense of teamwork
- Starting from the interests of the company, be strict with oneself, and abide by professionalism and compliance
