Admin Assistant (1 Year Contract) - Part-Time

Job Summary

Provides secretarial and administrative support to Supply Chain Management International Leader (AVP - Assistant Vice President) and APCJ (Asia Pacific, China, Japan) SCM Leadership Team and Asia Pacific SCM team members based in Singapore.

Responsibilities:

Administrative Support:

• Manage and prioritize incoming correspondence (emails, letters, phone calls) and handle routine inquiries.

• Schedule and coordinate appointments, meetings, and travel arrangements for the AVP, APCJ Leadership Team and AP SCM Singapore based team.

• Prepare meeting agendas, take meeting minutes, and distribute relevant documents to participants.

• Coordinate and document action points from meetings, ensuring they are followed up and completed.

• Assist in drafting and proofreading official documents, reports, and presentations.

• Maintain and organize departmental files and records in both physical and electronic formats.

• Process and track departmental expenses, reimbursements, and invoices.

Communication and Coordination:

• Serve as a liaison between the AVP and various internal and external stakeholders, including senior executives, vendors, and business partners.

• Facilitate effective communication within the department and between different teams.

• Coordinate and communicate with other departments to gather necessary information or resources.

• Assist in preparing and disseminating internal communications, announcements, and updates.

Project and Initiative Support:

• Assist in coordinating and tracking progress on departmental projects and initiatives.

• Collect and compile data, create reports or presentations to support decision-making.

• Monitor project timelines and deadlines, providing reminders and escalating issues as necessary.

Miscellaneous Support:

• Assist with organizing departmental events, conferences, and training sessions.

• Maintain inventory of office supplies and coordinate procurement when needed.

• Provide general support to other team members as required.

Qualifications and Requirements:

• Full GCE 'A' level or Diploma in Business Administration

• Preferably 5-8 years relevant work experience in pharmaceutical or manufacturing industry

• Proven experience in providing administrative support at a senior management level.

• Excellent organizational and time management skills, with the ability to prioritize tasks and handle multiple deadlines.

• Strong written and verbal communication skills, with exceptional attention to detail.

• Proficient in using office software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and ability to quickly learn new systems / processes.

• Strong interpersonal skills and the ability to work effectively with individuals at all levels of the organization.

• Ability to maintain confidentiality and exercise good judgment in handling sensitive information.

• Knowledge of supply chain management and familiarity with related terminology and processes is preferred.