PA to CEO and Executive Assistant

Job Description & Requirements

About The Company

CellResearch Corporation (CRC) was founded in 2002 as a contract research provider focusing on skin cells. In 2004, the company made the discovery that the umbilical cord lining of mammals was an abundant source of both mesenchymal and epithelial stem cells. Today, the company owns this technology through a family of patents and holds the rights to commercialise this technology in most major markets globally.

CellResearch Consumer Health (Formerly known as CALECIM Cosmeceuticals) is a wholly owned subsidiary of CRC and produces an innovative range of skin and hair care products using cord lining stem cell media to power its products. It is used in medical hair and aesthetic clinics for in-office treatments and as part of an at-home anti-aging skincare regime. It is distributed globally through over 600 aesthetic physicians and online via its own website. It has a key distribution partnership with Menarini Group across South East Asia.

CRC partner, Cordlife offers parents the opportunity to bank their child's umbilical cord tissue alongside their cord blood. Cordlife has what is believed to be the largest licensed bank of umbilical cord tissue globally. As cell therapies move into the clinic, Cordlife will have the ability to expand stem cells from a banked umbilical cord for autologous and donor-related uses.

The Executive Assistant is responsible for providing comprehensive support to the CEO, the Executive Management Team and managing the organisation's office operations. This role is also required to support the CEO and his family as a Personal Assistant.

About The Position

The ideal candidate should have previous experience as an Executive Assistant or a similar role, with strong organisational and time management skills, be tech savvy and excellent at managing travel arrangements.

Job Description

. Support the CEO in all aspects of his daily work, managing calendars and meetings, booking meeting rooms, communicating and organising meetings across multiple time zones, restaurant bookings, and other logistic arrangements.

. Organise extensive travel arrangements for the CEO, Founding Partners, Executive Management Team and sales and distribution team not limited to visa application, on arrival health declaration, flight bookings (both redemption and commercial), transport arrangement, accommodation, preparing detailed meeting schedules and any other relevant travel documents.

. Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up and redirecting matters as appropriate.

. Document event requests, objectives and operating requirements adhering to budget requirements for review

. Sourcing of venues, organise and coordinate conferences and events as an in-house corporate event planner globally - Work with vendors to effectively manage and coordinate logistics for conferences and special events

. Work hand in hand with other Executive Assistant in our Annual Investors Conference and any off-site events, assist with work overflow as and when capacity allows

. Process travel expenses and reimbursements for the CEO

. Visitors greeting, preparing drinks, and providing support when required

. Manage mail and both incoming and outgoing correspondence, mail, email and initiated actions to respond or direct messages for managers

. Handle incoming calls and direct them to the respective parties

. Liaise with the Finance department on the submission of monthly invoices/tax invoices, credit card statements and billings in a prompt manner

. Manage the office filing system and update the leave management system via HR Easily to efficiently handle documentation and capture leave records.

. Manage office vendors and service providers, supervise the maintenance or replacement of office equipment, oversee pantry supplies, stationery requisition and building management matters.

. Arrangement of employees building access cards, business cards, fingerprint registration and office keys, etc

. Maintaining employee records, and purchasing monthly birthday gifts for local and overseas staff

.Organising company events such as Chinese New Year and Christmas get-togethers.

. Personal matters such as monthly payments, phone bills, personal/car insurance, road tax renewal, social clubs, household matters, and domestic helpers.

. Provide support as a Personal assistant to the CEO's extended family who resides mainly in the UK, not limited to household matters, school fees, flight bookings, transportation arrangements, special occasions such as birthday meals/parties, dining reservations and personal holidays.

. Any other administrative support as required

Skills and Qualifications

. Diploma and/or Degree in any discipline

. At least 5 years of Executive Assistant/Personal Assistant experience to the Executive Management

. Proficiency in MS Office applications, not limited to Teams, Zoom, Dropbox

. Proficiency in spoken and written English

. Fast learner, good team player and possess strong interpersonal & communication skills

. Problem solver, positive mindset and willing to learn attitude

. Organised, resourceful and ability to multi-task and work under pressure

. High level of initiative and being proactive

. Discretion and confidentiality in handling sensitive information