Personal Assistant/Secretary - Opportunity to Make a Difference

Position Summary

The Assistant to Business Head of Vinda SEA is responsible for providing effective and efficient administration and personal assistant services that meet the Business Head - SEA and operations group objectives.

You will play an essential role to:

• Serve as the focal point of information flow to the Regional Leadership Team (RLT) and other groups.
• Maintain the Business Head’s calendar with heavy schedules.
• Responsible for the preparation and compilation of confidential correspondences, reports, and presentations.
• Handle all correspondence with a high degree of independence, judgment, and discretion, of which some are highly private and confidential in nature. 
• Manage people and develop effective, professional, and respectful working relationships with all other employees of the company.
• Responsible for setting up meetings and or video/teleconferences.
• Attend bi-weekly New Product Development (NPD) meetings, record minutes, and distribute it timely. 
• Organize and coordinate business travels for the Business Head of Vinda SEA and operations group including flight booking, arrangement of accommodation and visa application.
• Responsible for the arrival of visitors - booking of accommodation and transportation arrangements.
• Work closely with the travel agent for the purpose of maintaining efficient service and constantly evaluate the level of service provided and negotiation of airfares and agent fees. To evaluate and select the travel agent annually (Request for Information and Quotation process).
• Maintain and update hotel corporate rates in the SEA region.
• Prepare presentation in PowerPoint or video according to the set brief. Ensure presentation of all written material meets the Business Head’s or company standards and requirements. 
• Follow up on assignment status with relevant parties and consistently provide accurate and timely “work in progress” information to the Business Head of Vinda SEA.
• Update as required (daily/weekly/monthly) the RLT Dashboard and weekly work schedules.
• Keep track of time allocation on the key personnel calendar for activities by category as defined by the Business Head of Vinda SEA.
• Responsible for donation sponsorship, company awards application, and recognition.
• Support staff purchases and lead cash sales.
• Assist in HR projects and initiates requests including company event or celebration. 
• Manage office administration-related matters, including printing and distribution of annual calendar and diary.
• Participate in ad-hoc projects as requested by the Business Head of Vinda SEA.
• General tasks and responsibilities will also need to be carried out at the request of the Business Head of Vinda SEA.
• Provide any administrative support in other matters to the Regional Leadership Team (RLT) as required from time to time.

To be successful in this role, you will need to have:

• Secretary Certificate, Diploma, or Degree in any Business discipline.
• Minimum 4 years working experience in manufacturing environment preferably of a FMCG/MNC