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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.

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