Singapore
27 years of experiences in office management, secretarial support to the top management. Strong organization and time management skills, accuracy, tact and discretion and communication skills.
Secretarial Support
Set up the Singapore Office, its policies, procedures and continual improvement. Day to day running of the office and its facilities. Initial placements, negotiations of various insurances (employee health, property, public liability, business interruption). Setup and maintained an updated database of all corporate ICE insurances as references. Procurement and negotiate terms with suppliers. Complex flights, hotels, visa arrangements for the Singapore, UK, HK, Dubai and Oman office, and ensure all bookings are done in line with the Group’s Travel Policy. Manage employees travel and expense claims in accordance to the Group’s travel policies. Ensure stationeries such as letterheads, business cards and envelopes are printed in accordance with the corporate guidelines. Budgeting and work closely with the Finance team to keep close track of the Singapore budget. Interface with the landlord/building management/external contractors on lease, repairs, renovations, maintenance. Maintain the Intranet. Execute administrative processes, including but not limited to mail processing, office inventory and pantry management etc. Manage allocation of office access pass. Answer telephone calls in a professional manner. Diary management and set up meetings for the Senior Management Submitted and manage all travel expense claims. Set up board meetings. Events Management. Increase employee engagement and collaboration through organising team bonding activities and regional offsites. Also organise all other events including but not limited to internal trainings. Onboarding and orientation of new employees. Ensure relevant Personnel documentations are maintained in the Shared Folder. Update employees’ personnel information, prepare namecards and workstations with required stationeries for new joiners. Apply for government grants for internal staff training ie. first aid course. Update, monitor leave and absence records.
Assistant to the MD, Human Resource, Finance, Legal and Traders. Manage VIPs’ itineraries. Schedule appointments for the MD & manage his diary. Complex travels, visas, hotel arrangements, air fare comparisons. Submit expense claims. Ensure that all are in accordance to the Group’s policies. In-charge of the organising & managing of the 3 days Biennial Trading Seminar, for a total of 150 employees from London, Paris, Houston, China, India & Singapore offices. Budgeting and ensure that actual spendings comply within the budget. Manage telepresence and meetings, taking into account time differences and to ensure the correct meeting rooms are reserved. Prepare powerpoint presentations. Source & propose lunch and dinner locations for meetings and all company functions. Responsible for the smooth running of the office, ensuring the facilities are clean, orderly and safe. Purchase of office stationaries and groceries. Negotiate terms with suppliers to ensure the most cost-effective orders. Print letterheads & envelopes in accordance to the corporate guidelines. Issue access passes for visitors and new hires. Prepare name cards and prepare workstations with required stationeries for new joiners. Source hotels/service apartments, flights & airport pickup (with price comparisons) for seconded employees & visitors. Update personnel information. Monitor & update annual, sick leaves & absence schedules of employees. Provide training support. Assist & ensure that visitors are assigned with a workstation during their visits. Organise welcome, farewell, get-together meals. Prepare correspondence & act as a communicator between the company’s HSE Officer & the employees. Ensure that the fire wardens are aware of their roles and responsibilities. Notify & ensure that employees are aware of the date & time that the fire drill & IPP drills will be conducted. Liaise with the building management, contractors & affiliated companies concerning maintenance.
Assistant to the Managing Director and a group of 30 Traders. Complex travels, visas and hotel arrangements and air fare comparisons Coordinated international events including the yearly Beaujolais event and Appec meetings Organised seminars and its materials Submission of Tender documents Managed, prepare & submit travel expense claims Powerpoint presentation materials Draft reports, memos and correspondences Maintain proper filing, correspondence and records Schedule appointments All other administration work
Assistant to the Country Leader and his team Organised company events, seminars and arrange delegates accomodations Travel arrangement and visa applications which included managing complex itineraries Scheduled appointments between various parties within the APAC region to meet the Country Leader Submitted travel expense claims for the Country Leader Prepared powerpoint presentation slides Space planning Provided overall administration support to a total staff strength of 180 Provided tender submissions support to the Operations team Managed budgets on behalf of the Country Leader Managed and upkeep office equipments and blackberries / mobiles Managed office space planning and staff movement Took charge of various events Complex office renovations Circulated, tracked and submitted company secretarial documents Supported the Human Resource Manager in all office matters and ensuring compliance Prepared on-boarding for new employees Training logistics Ensured highest confidential level when dealing with all matter