Administrative Executive

Koehler Pharmaceuticals Asia Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

Koehler Pharmaceuticals Asia Pte Ltd is seeking an experienced Administrative Executive to support daily operations in their office. This full-time role emphasizes strong organizational skills and effective communication to enhance internal processes and executive support. Candidates should have a background in the pharmaceutical or healthcare sectors, with proficiency in Microsoft Office.

Qualifications

• Proven experience in an administrative role, preferably in pharmaceuticals.
• Strong organisational and time management skills required.
• Proficient in Microsoft Office suite.

Responsibilities

• Provide general administrative support, including office management and documentation.
• Manage the General Manager's calendar and communications.
• Organize meetings and prepare necessary reports.

Skills

Organisational skills

Time management

Communication

Interpersonal skills

Attention to detail

Tools

Microsoft Office

Job description

About the role

We are seeking an experienced Administrative Executive to join our team at Koehler Pharmaceuticals Asia Pte Ltd in the Bishan Central Region. This full-time position will play a vital role in supporting the smooth day-to-day operations of our organisation.

What you will be doing:

1.General Administrative Support (80%)

• Office Management:Oversee office operations to ensure an efficient working environment, including supply management, coordinating maintenance, and liaising with vendors.

• Documentation:Manage and maintain filing systems (both electronic and physical) for easy retrieval of information.

• Meeting Coordination:Organize internal and external meetings, prepare meeting materials, and coordinate logistical details.

• Minute Taking:Attend meetings, take clear and accurate minutes, and distribute them to relevant stakeholders promptly. Follow up on action items to ensure completion.

• Travel & Logistics:Arrange travel, accommodation, and itineraries for employees or visitors as needed.

• Correspondence:Handle incoming and outgoing communications such as emails, letters, and packages. Respond to routine inquiries and escalate urgent matters as necessary.

• Event Support:Assist in organizing company events, meetings, and team-building activities.

• Data Management:Maintain databases, spreadsheets, and internal tracking systems to ensure up-to-date and accurate data entry.

2.Secretary to the General Manager (20%)

• Calendar Management:Proactively manage the GM’s calendar by scheduling appointments, meetings, and engagements, ensuring no scheduling conflicts.

• Confidential Support:Handle sensitive information and maintain confidentiality in all communications related to the GM's office.

• Report Preparation:Assist in preparing reports, presentations, and documents for the GM’s meetings and engagements.

• Communication Liaison:Act as a point of contact between the GM and internal/external stakeholders, screening calls and managing requests efficiently.

• Meeting Coordination for GM:Arrange and prioritize meetings for the GM, including preparing agendas, coordinating logistical details, and taking minutes during GM-led meetings.

• Task Management:Assist the GM with follow-up tasks and ensure timely completion of action items from meetings and interactions.

What we're looking for

• Proven experience in an administrative or office support role, preferably within the pharmaceutical or healthcare industry

• Strong organisational and time management skills, with the ability to prioritise tasks and work under pressure

• Excellent communication and interpersonal skills, with a professional and customer-oriented approach

• Proficient in using Microsoft Office suite, with the ability to quickly learn new software and systems

• A proactive and detail-oriented mindset, with a keen eye for accuracy

• Adaptability and the willingness to take on a variety of tasks as needed

About us

Koehler Pharmaceuticals Asia Pte Ltd' is a leading provider of innovative pharmaceutical and healthcare solutions. With a strong commitment to quality, research, and customer service, we have established a reputation for excellence in the industry. Our dynamic team of professionals is dedicated to driving innovation and delivering exceptional results for our clients.

Apply now