Office Executive

Job Description & Requirements

About The Company

CellResearch Corporation (CRC) was founded in 2002 as a contract research provider focusing on skin cells. In 2004, the company made the discovery that the umbilical cord lining of mammals was an abundant source of both mesenchymal and epithelial stem cells. Today, the company owns this technology through a family of patents and holds the rights to commercialise this technology in most major markets globally.

CellResearch Consumer Health is a wholly owned subsidiary of CRC and produces an innovative range of skin and hair care products using cord lining stem cell media to power its products. It is used in medical hair and aesthetic clinics for in-office treatments and as part of an at-home anti-aging skincare regime. It is distributed globally.

The Office Executive is responsible for providing comprehensive office operations and management support. Additional roles include supporting the CEO and the Executive Management Team. The incumbent will be part of a team in the Executive Management Office.

About The Position

The ideal candidate should have previous experience as an Office Executive or a similar role, with strong organisational and time management skills, be tech savvy and excellent at managing travel arrangements.

Job Description

· Support the CEO and COO in all aspects of daily work, managing calendars and meetings, booking meeting rooms, communicating and organising meetings across multiple time zones, restaurant bookings, and other logistic arrangements.

· Organise extensive travel arrangements for the CEO, Founding Partners, Executive Management Team and sales and distribution team not limited to visa application, on arrival health declaration, flight bookings (both redemption and commercial), transport arrangement, accommodation, preparing detailed meeting schedules and any other relevant travel documents.

· Keep the Executive Management Team advised of time-sensitive and priority issues, ensuring appropriate follow-up and redirecting matters as appropriate.

· Document event requests, objectives and operating requirements adhering to budget requirements for review.

· Sourcing of venues, organise and coordinate conferences and events as an in-house corporate event planner globally - Work with vendors to effectively manage and coordinate logistics for conferences and special events.

· Work together and support other Office Executives with work overflow as and when capacity allows. Must be a great team player.

· Process travel expenses and reimbursements for the CEO.

· Visitors greeting, preparing drinks, and providing support when required.

· Manage mail and both incoming and outgoing correspondence, mail, email and initiated actions to respond or direct messages for managers.

· Handle incoming calls and direct them to the respective parties.

· Liaise with the Finance department on the submission of monthly invoices/tax invoices, credit card statements and billings in a prompt manner.

· Manage the office filing system and update the leave management system via HR Easily to efficiently handle documentation and capture leave records.

· Manage office vendors and service providers, supervise the maintenance or replacement of office equipment, oversee pantry supplies, stationery requisition and building management matters.

· Arrangement of employees’ building access cards, business cards, fingerprint registration and office keys, etc.

· Maintaining employee records, and purchasing monthly birthday gifts for local and overseas staff.

· Organising company events such as Chinese New Year and Christmas get-togethers.

· Provide support as a Personal assistant to the CEO’s extended family who resides mainly in the UK, not limited to household matters, school fees, flight bookings, transportation arrangements, special occasions such as birthday meals/parties, dining reservations and personal holidays, when required.

· Candidate will occasionally be required to work in the evenings and weekends to suit the travel periods of the CEO.

· Any other administrative support as required

Skills and Qualifications

· Professional certificate and/or Diploma and/or Degree in any discipline

· At least 5 years of Executive Assistant/Personal Assistant experience to the Executive Management

· Proficiency in MS Office applications, not limited to Teams, Zoom, Dropbox

· Proficiency in spoken and written English

· Fast learner, good team player and possess strong interpersonal & communication skills

· Problem solver, positive mindset and willing to learn attitude

· Organised, resourceful and ability to multi-task and work under pressure

· High level of initiative and being proactive

· Discretion and confidentiality in handling sensitive information

· Motivated and highly independent