Executive Assistant cum Marketing Support (Buona Vista/12 Month Contract/Up to $4500)

PERSOL SINGAPORE PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A multinational company in Singapore is seeking an Administrative Support professional to coordinate office and marketing operations. The role involves providing assistance to executives, managing logistics for events, and ensuring office efficiency. Candidates should have at least 5 years in a similar position, possess strong communication and vendor management skills, and be highly organized. Familiarity with the Asia Pacific market is a plus, and healthcare experience is preferred.

Qualifications

• Minimum 5 years of experience in a similar role.
• Experience in organizing and planning meetings and events.
• Familiarity with Asia Pacific markets is an advantage.

Responsibilities

• Provide administrative support to Vice Presidents and Directors.
• Assist in office management including new hire administration.
• Collaborate in organizing events and meetings.

Skills

Excellent communication skills

Proficiency in Microsoft Excel

Strong vendor management skills

Highly organized and detail-oriented

Education

Degree in any discipline

Job description

This role is responsible for organizing and coordinating office and marketing operations and procedures to ensure organizational efficiency and effectiveness. The incumbent is also required to provide support to the Vice Presidents and Directors in the Singapore Headquarters and is part of the administrative team based in Singapore.

Administrative Support

• Provide calendaring support to the assigned Vice President(S)
• Provide travel arrangements support to the assigned Vice President and Directors
• Provide Concur support (expense claim) to the assigned Vice President
• Assist in the preparation of business presentations and materials, collating data, and consolidating of reports from the region
• Manage/assist in the logistic arrangement of regional meetings, training, and workshops – hotel, transportation, visa application, etc.
• Co-ordinate and assist in accommodation /airport transfers /meals for meetings/ workshops
• Provide support for Overseas Seminars and Conferences. Assist in setting up prior to the start and the clearance post-meeting/workshop
• May be responsible for various components of project assignments. Include developing and adhering to timetables, securing vendor estimates, and ensuring vendor quality. Overseeing the execution of project deliverables. May conduct research, compile and analyze information for reports to make decisions or recommendations
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals appropriately; provide guidance to peers as necessary regarding proprietary information
• Support other ad-hoc duties as assigned by the Office Manager

Office Management

• Assist in the administration of new hire – requisition of laptop, security passes, workstation and conduct a brief orientation of the office premises
• Develop documents and administer procedures. Provides guidance to and may train others on those procedures
• Maintain appropriate levels of office supplies consistently with firm purchasing practices
• Answering the phone and handling queries
• Coordinates office management activities – e.g. Fire warden, renovation

Marketing Support and Management

• Collaborates with cross-functional teams to lead and/or support the organization of events and meetings, while following established guidelines, processes, and tools
• Organize and plan for events/ meetings by ensuring documentation and back end approvals are in place on time
• Ensure on-site support for customer education, engagement and marketing programs (booking meeting rooms, event registration and attendance, end to end event support, support congress booth set up etc.
• Communicates proactively to all levels of management and stakeholders
• Fosters strong relationships with key customers, both internal and external
• Able to collaborate with identified vendors to ensure that initiatives meet objectives.
• Directs and initiates solutions in support of continuous improvement
• Defines, tracks, and maintains budgets
• Manages and ensures consistency in the organization’s brand
• Assist in the planning of internal events (Townhalls, Kick-off meetings, President’s Club, etc)
• Assist in the planning of community engagement events (Caring Week, STEM, Season of Giving)

Qualifications & Experience

• Possess at least a degree in any discipline
• At least 5 years of progressive experience in a similar role with a large, complex multi-national company
• No experience or minimal office administration experience with right aptitude are also welcome to apply
• Familiarity and work experience with markets in the Asia Pacific region. Fluency in an additional language in the Asia Pacific region would be an advantage
• Experience in a corporate environment organising, planning and running meetings and events. Support and organising. Healthcare experience preferred to understand strict compliance rules
• Excellent communication skills, both verbal and written
• Proficiency in Microsoft Excel, Word, and PowerPoint
• Highly organised, detail-oriented, and work with a high degree of accuracy
• A good team player with strong interpersonal skills and able to work independently
• Manages work in a confidential manner, ensuring information is shared with internal and external individuals appropriately; provide guidance to peers as necessary regarding proprietary information
• Able to demonstrate good judgment and is self-motivated
• Ability to multitask and meet changing and challenging deadlines
• Strong vendor management skills
• Must have demonstrated ability to develop and maintain strong relationships with stakeholders.
• Ability and flexibility to travel to provide on-site support as required

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