The Executive Assistant is required to be highly organised and proactive to support Head of APAC and APAC Leadership Team. The incumbent will have a solid administrative background, excellent communication skills, and the ability to manage multiple tasks efficiently in a fast-paced environment. This role requires discretion, attention to detail, and the capacity to handle sensitive information with integrity.
Administrative Support:
Calendar Management: Maintain and manage Head of APAC s calendar, including scheduling, rescheduling, and cancelling meetings based on priority and necessity.
Travel Arrangements: Plan and organise all aspects of travel, including flights, accommodations, ground transportation, and itinerary coordination, ensuring adherence to travel policies and optimising cost and efficiency.
Expense Management: Process and reconcile expense reports and invoices, ensuring all expenses are accurately recorded and submitted per company policies.
General Office Facilities/IT: Point of contact (POC) for coordination of activities associated with the maintenance of building facilities and IT Asset management for APAC LT.
Administration: Includes purchase orders and supporting payment processes, including membership renewals, name cards, etc., for APAC LT members.
Communication Coordination:
Correspondence Handling: Manage incoming and outgoing communications, including emails, phone calls, and postal mail. Screen and prioritize messages and requests, ensuring critical information is relayed promptly.
Stakeholder Interaction: Act as a liaison between Head of APAC and other internal departments, external partners, and stakeholders. Facilitate smooth communication and maintain professional relationships.
Document and Presentation Preparation:
Report Drafting: Prepare and edit business reports. Ensure documents are formatted according to company standards and contain accurate and relevant information.
Presentation Support: Develop and refine PowerPoint presentations and other supporting materials for meetings, conferences, or pitches. Work collaboratively with other departments to gather necessary data and visuals.
Meeting & Event Coordination:
Logistics Management: Handle all logistical aspects of meetings and events, including venue selection, catering, technology setup (like video conferencing tools), and on-site coordination.
Minute Taking: Attend APAC LT meetings to take detailed minutes, noting key decisions and action items. Distribute meeting notes to relevant parties and follow up on action items to ensure completion.
Project Assistance:
Project Tracking: Assist in managing projects by tracking deadlines, milestones, and deliverables. Use project management tools to keep all project information organized and accessible.
Resource Coordination: Coordinate the allocation of resources such as personnel, budgets, and information to ensure successful project execution.
Stakeholder Engagement:
Collaborate with internal and external stakeholders to ensure alignment and support for business excellence projects.
Communicate effectively across all levels of the organization.
Experience / Qualifications:
Diploma in Business Administration or a related field.
Proven experience as an Executive Assistant, Personal Assistant, or similar role, preferably within the pharmaceutical or related industry.
Excellent MS Office knowledge and proficiency in administrative software.
Outstanding organizational and time management skills.
Familiarity with office gadgets and applications (e.g., e-calendars, copy machines).
Excellent verbal and written communications skills.
Discretion and confidentiality.
