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Executive Assistant (Pharma)

Singapore , Singapore

Ref#: 9677250081

Date published: 29-Jan-2021

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Major Accountabilities

Work directly with the Leadership Team to support administrative matters such as: 
  1. Manage daily appointments/meetings and maintain calendars 
  2. Facilitate with set up of all teleconference/videoconference meetings and distribution of department meeting minutes
  3. Lead planning and preparation of all regional leadership meetings, joint partnership workshops and other REFS/ NBS events including ownership of materials preparation, summary of minutes and follow-up from meetings/workshops
  4. Arrange and manage travel preparations, submission and tracking of expenses and facilitation of travel approval requests (eTravel System)
  5. Support VISA application and arrangements
  6. Coordinate with KL NGSC team and vendors on PO and invoice related matters 
  7. Handle postage and mail
  8. Support drafting of communications if required
  9. Maintain distribution list and key contacts, including key stakeholders
  10. Liaise visits from external or global visitors
  11. Maintain organization charts to ensure they are always relevant 
Be the champion for all REFS culture / ONE Team journey and initiatives 
  • Diploma in any relevant discipline
  • Excellent communication skills 
  • Minimum of 5 years supporting high-level executives with administrative or secretarial responsibilities, ideally at multi-national organizations
  • Ability to handle multiple requests and work under tight deadlines while maintaining attention to detail and quality of work
  • Proficient with Word, Excel, PowerPoint, MS Teams and MS OneNote
  • Ability to communicate effectively across diverse organizations and cultures
  • Occasional this role will have access to sensitive information; therefore, this role must have total digression and integrity at all times.