Assoc. II, Administration (1 Year Contract)

Job Description

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.

Required Skills:

Preferred Skills:

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Employee Status:

Relocation:

VISA Sponsorship:

Travel Requirements:

Flexible Work Arrangements:

Shift:

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