Job Description
Provide day to day general support such as but not limited to collation of information or projects requirement, preparation of presentation material, collection of submissions from different stakeholders, implement feedback on required changes and administrative support on calendar management, scheduling, travel and expense preparation management and filing.
Job Responsibilities
- Manage the Global Managing Director's diary prioritizing key meetings and events whilst being able to balance the demand for meetings with ensuring reasonable breaks. Coordinate team meetings, conference calls and annual events and build a disciplined routine for managing these.
- Be able to anticipate demand of future meetings and proactively take ownership of appropriately planning for these. Manage high volume, complex overseas and domestic travel arrangements, including flight schedules, visa preparation, passport renewals, transport, and accommodation arrangements, liaising with local contacts and currency where appropriate.
- Understand the Instrumentation sectors' key priorities and objectives to help effectively manage day to day activities and long-term plans.
- Proactively manage the organization of key documents including agendas, minutes, reports etc. so the Global Managing Director can operate most effectively in meetings and in their decision making.
- Where required also ensure that the right documents are issued to the other key stakeholders in a timely manner.
- Collaborate with the wider Executive Business Support Team in sharing of ideas and best practice and support in resolving any challenges.
- Produce and draft documents including reports and presentations as required, ensuring these are consistent with company branding guidelines and existing templates.
- Manage a varied workload and remain agile when resolving conflicting priorities to meet and dealing with changing requirements.
- Operate an effective bring forward system, ensuring follow up actions or activities are proactively actioned, and that sufficient preparation time is built in.
- Act as a role model and embrace the the company's behaviors and values both for the company and as a representative for the Division.
- Always remain compliant with all company procedures and policies as well as maintaining confidentiality and discretion.
- Build effective relationships with external stakeholders and act as an ambassador for both the company and the Global Managing Director.
- Manage the expenses and invoices in line with the company's Code of Conduct and best practice.
- Seek continuous improvement opportunities and areas for innovation with the support of our digital systems and platforms to help simplify and build efficiencies into day to day working.
Requirements
- Personal Assistant experience (3 to 5+ years) at Director level and working in C-suite.
- Experience of using the Outlook Suite, One Note, One Drive and Microsoft Teams. Senior PA experience at Director level.
Only shortlisted candidate will be notified.
GMP Recruitment Services (S) Pte Ltd | EA Licence: 09C3051 | EA Personnel: Jaremy Ong | Registration No: R1876766
This is in partnership with the Employment and Employability Institute Pte Ltd (e2i).
e2i is the empowering network for workers and employers seeking employment and employability solutions. e2i serves as a bridge between workers and employers, connecting with workers to offer job security through job-matching, career guidance and skills upgrading services, and partnering employers to address their manpower needs through recruitment, training, and job redesign solutions. e2i is a tripartite initiative of the National Trades Union Congress set up to support nation-wide manpower and skills upgrading initiatives.
By applying for this role, you consent to GMP Recruitment Services (S) Pte Ltds PDPA and e2is PDPA.
