Lead Administrative Assistant

Overall responsibility is to manage the Singapore Regional office, handle the general administrative responsibilities for the Vice Presidents, and provide general support for the international team members in office and Center of Excellence members that support the Pacific and AMEA regions.

(50%) Provide Primary Support for Vice Presidents of International (Singapore)

• Managing and monitoring the schedules, calendars, and tasks for 2 Vice Presidents that look after 2 regions (DPE/Pacific, AMEA). Both VPs are based in Singapore
  • Ensuring alignment of priority of meetings, when they need to be scheduled, who is a must attend vs who is optional, any communication needed for each meeting
• Communicate and coordinate with admins that support our Master Franchisees regarding meetings with VPs, EVPs and market visits.
• Arrange travel and logistics, including getting visas, and assisting Team Members with their applications.
  • Confirming meeting itineraries from VP or Team Members also traveling prior to booking.
  • Confirming knowledge of all airport preferences, flight preferences, travel dates. Propose flights and await approval prior to booking.
• Submit expense reports for both VPs, and yourself within a thirty-day period.
• Plan, confirm and monitor budgets for team events and meetings.
  • Understand what attendance will be for events
  • Work with VP on the budget for the event, including all menus, transportation, hotel requirements
  • Work with VP/Team on any gifts or take aways for the event and have ready no later than 1 week prior to event
  • Arrive early to event/meeting to ensure room is set up and technology is working appropriately, and any refreshments are arranged.
• Be the contact person from World Resource Center (WRC) and Singapore Regional Office for things like invoicing and immigration/visa questions
• Other assignments as asked

(40%) Office management and support

• Arrange, facilitate, and share department meetings, both onsite and offsite, including meeting rooms and accommodations, food services, materials preparation and following up on action items as needed. (Same details apply as above)
• Provide and prepare necessary amenities for team members and when hosting events or Master Franchisee meetings.
  • Order or purchase light snacks as detailed with VP. (i.e. pastries, cookies, fruits, etc)
  • Be lead on meals catered in, staying within agreed upon budget
  • Discuss with VP beverage needs if any outside of coffee, tea, water available
  • Be sure to clean up after each meeting and refresh as necessary
• Maintain and order office supplies
  • Ensure all groceries for office are stocked once a week following specific monthly/weekly budget as given by Accounting
  • Spot check coffee machine daily, ensuring supplies are available for team members, it is working, and cleaned.
  • Make sure dishwasher is running before you leave each day (whether you start it or another team member starts it)
• Communicate with Domino’s Pizza (DPZ) Accounting/DPZ Facilities as office liaison to ensure payments, and special projects are done and paid.
• Track and prepare departmental expenses and research expenditures and key invoices
  • Ensure travel budgets, meeting budgets, and office budgets are being adhered to
• Review, track and compare billings with agreed cost control contracts. Compare costs to budget.
• Manage corporate vendors relationship including, building maintenance, cellphones, internet/landline, events/lodging venues, etc.
• Organize and receive all incoming and outgoing deliveries.

(10%) General support

• Coordinate with the Culture Club on planning the logistics for   work events and recognition/celebration programs.
• Assist the setup and onboarding process of new employees in the Singapore office including computer set up, corporate credit card, cell phone, and help setting up local appointments to ensure smooth onboarding process

• Minimum 7 years’ experience supporting senior executive team.   
• Previous experience in a regional and/or global work environment with a multi-national company.  
• Skilled in coordinating with people from multiple time zones, countries, and cultures. 
• Demonstrates excellent service mentality towards colleagues, with a can-do attitude.   
• Multi-tasking, highly organized, superior communication skills.  Resourceful, and a problem solver.   
• Exercises discretion and confidentiality. 
• Manages multiple tasks, requests, and timelines with maturity and poise. 
• Self-sufficient and able to work independently 
• Proficiency in Microsoft WORD, EXCEL and POWERPOINT.  
• Comfortable using various digital and online platforms.  

Benefits:

•    Paid Holidays and Vacation   

•    Medical, Dental & Vision benefits that start on the first day of employment

•    No-cost mental health support for employee and dependents

•    Childcare tuition discounts

•    No-cost fitness, nutrition, and wellness programs 

•    Fertility benefits

•    Adoption assistance

•    401k matching contributions   

•    15% off the purchase price of stock   

•    Company bonus   

 

All your information will be kept confidential according to EEO guidelines.