Office Management Executive (6-months Contract) - Career Growth Potential

Responsibilities:

EA Support

• Provide full spectrum of secretarial and administrative support to SVP.
• Travel arrangements: Coordination with travel agency, application of travel VISA, hotel stay, invitation letters, booking of onwards conveyance, SG Arrival Card, etc.
• Calendar Management: Business appointments, coordination with multiple global stakeholders across different time zones to fix calls/virtual meetings. Create space in the calendar for focus work and push back on meetings whenever necessary to avoid calls/conferences occurring late night/odd hours.
• Expense reimbursements as per policy, project follow-ups. etc.
• Responsible for organizing meetings, events, and relevant end-to-end logistics arrangement for global visitors to APAC.

Supporting Executive Team

• Be an active member of the Asia Pacific Leadership Team.
• Attend, arrange and participate actively in APLT Leadership team meetings, take appropriate minutes and issue agendas when required.
• Follow up with APLT members for updates, agenda items & manage SVP calendar effectively.
• Assist with presentations and preparing correspondence.
• Coordinate and drive APLT strategic projects including coordinating project updates & follow up on critical work streams, timeline & progress management.
• Preparation and distribution of agendas, meeting minutes and actions post meetings as required.
• Be an active member of the CSR initiatives for APAC region, manage all community events and volunteering opportunities in the Singapore office.
• Be an active member of the Fun Club, i.e. staff social events and calendar, responsible for managing the budget for social events.

Strategic Projects Coordination

• Part of leadership meetings on strategic projects.
• Coordinate with APLT members for updates.
• Monitor timelines and key deliverables across projects.
• Follow up on critical workstreams and call out risks/delays.
• Prioritize and schedule key follow-up meetings.

Office Management

• Responsible for overall maintenance and upkeep of Singapore office and its facilities and equipment, including liaising with suppliers.
• Prioritize and manage multiple office projects simultaneously and follow through on issues in a timely manner.
• Be responsible for maintaining, ordering and distribution of office and kitchen supplies.
• Responsible for IT for the Singapore office, liaising with Regional IT on server maintenance, ensuring new laptops are in place and set up for new starters and collected back for all leavers.
• Manage relationship with external vendors, including but not limited to Travel vendor CWT, Credit Cards vendors, etc.
• Handle all invoice payment and PO set up.
• Management of mail and couriers.
• Security coordination: access card order, maintenance, and cancellation.
• Name card printer and business card order for new hires or existing employees as and when necessary.
• Management of supplier relationships ensuring service levels are met and are cost effective.
• Manage all facilities as required for the office environment. 
• Being cost conscious, negotiating with service providers/vendors to look at the most efficient means to manage tasks.

IT coordination

• Responsible for IT for the Singapore office, liaising with Regional IT on server maintenance, ensuring new laptops are in place and set up for new starters and collected back for all leavers.
• User ID maintenance request and setup coordination for new, modify, delete ID.

Requirements:

• Min. Diploma and above.
• Minimum of 5 years EA experience with branded or lifestyle consumer products within last 3~5 years.
• Ability to handle confidential information with discretion and professionalism.
• Ability Interpret direction and presentations.
• Proficiency in Word, Excel, and PowerPoint.
• A positive, team player attitude.
• Experienced in negotiating with vendors/service providers to get the best cost-efficient solution.
• Experienced in managing a complex, high meeting diary.
• A confident communicator, able to connect with people and build relationships across all functions and levels of the organization.
• Experienced in high volumes of travel booking and management.
• Experienced in meeting coordination, business conferences & events management.
• Experienced in working with a diverse set of stakeholders and coordinating with global EA network.

We regret to inform that only shortlisted candidates will be notified.  

To apply, please visit www.gmprecruit.com and search for Job Reference: 24297

GMP Recruitment Services (S) Pte Ltd   |   EA Licence: 09C3051   |   EA Personnel: Jackie Ng   |   Registration No: R22109024