Office & Marketing Admin Specialist

Admin support (70%) Provide comprehensive calendar management for assigned Vice President(s). Arrange travel logistics for assigned Vice President(s) and Directors, including flights, accommodation, and itineraries. Manage Concur expense claims for the assigned Vice President. Assist in preparing business presentations, reports, and regional materials, including data collation and consolidation. Coordinate logistics for regional meetings, training, and workshops, such as hotel bookings, transportation, and visa applications. Facilitate arrangements for accommodation, airport transfers, and meals for meetings and workshops. Provide on-site support for overseas seminars and conferences, including setup prior to the event and post-event clearance. Support project assignments by developing timelines, securing vendor estimates, ensuring vendor quality, and overseeing project deliverables. Conduct research, compile data, and analyse information for reports to support informed decisions and recommendations. Manage confidential information appropriately and guide peers regarding the handling of proprietary information. Perform ad-hoc administrative tasks as assigned by the Office Manager. Support new hire onboarding, including laptop requisition, security pass issuance, workstation setup, and office orientation. Develop and manage administrative documents, processes, and procedures; provide guidance and training to others as needed. Handle incoming calls and general enquiries. Coordinate office management activities, such as fire warden responsibilities and office renovations. Collaborate with cross-functional teams to lead and support events and meetings, following established guidelines, processes, and tools. Provide on-site support for customer education, engagement, and marketing programs (e.g., meeting room bookings, registration, attendance management, event setup, congress booth support). Build and maintain strong relationships with key internal and external customers. Work with approved vendors to ensure initiatives meet objectives and quality expectations. Initiate and implement continuous improvement solutions. Assist in planning internal events, such as Townhalls, Kick-off Meetings, and President's Club. Support the planning of community engagement activities, including Caring Week, STEM initiatives, and Season of Giving events. Bachelor's degree in any discipline with 3-5 years of experience in a similar role within a large, complex multinational company; or a minimum diploma with 5-7 years of relevant experience in a large, complex MNC. Strong familiarity with and working experience across diverse markets in the Asia Pacific region. Proven experience in a corporate environment organising, planning, and executing meetings and events, with prior exposure to the healthcare industry preferred due to strict compliance requirements. Excellent verbal and written communication skills with the ability to interact professionally across all organisational levels. Proficient in Microsoft Excel, Word, and PowerPoint. Highly organised, detail-oriented, and able to produce work with a high degree of accuracy. Strong team player with excellent interpersonal skills; able to work both collaboratively and independently. Demonstrates strong confidentiality practices, ensuring sensitive information is appropriately handled and shared; able to guide peers on proper management of proprietary information. Self-motivated, with sound judgment and the ability to prioritise effectively. Capable of multitasking and managing changing, challenging deadlines. Strong vendor management capabilities. Proven ability to establish and maintain strong stakeholder relationships. Willingness and flexibility to travel to provide on-site support when required.