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Executive Assistant (ECL)

Job title: Executive Assistant (ECL)
Contract type: Temp/Contract
Location: Singapore
Specialisation:
Salary: $50 - 100 k
Start date: 07 Oct 2020
Job Reference: 51202
Contact details: Rajan Jothee
Contact email: Rajan.Jothee@jac-recruitment.com
Job published: 4 days ago

1a. Schedule for APAC Enterprise Commercial Segment Leader (APAC ECL) and Customers

·         Takes priority in the calendar

·         Ensure pre-brief from Leads/AEs (30mins schedule before customer’s call day)

·         Request pre-brief document (preferred)

·         There are occasional needs to liaise directly with Senior Exec of customer’s EAs. (external stakeholders). This has to be coordinated effectively and efficiently.

 

LT Meetings

·         From Corp/Area/APAC, to prioritize crucial meetings (weekly and monthly)

·         Ensure agenda in place and if prep required from (APAC ECL)  (ensure there are prep time for (APAC ECL)   before his participations)

 

1b. Internal Area and EC Monthly/Weekly ROB/ROC calls/Outlook/T-minus calls

·         to prioritize and join other Leads in these calls to brainstorm issues and close important deals

·         Weekly/Monthly EC Outlook calls – to connect with EC APAC subs on Monthly and Quarterly outlook conditions. Contact: APAC SE

·         To assist T-12 Team scheduling kick-offs and follow up calls  - weekly. Contact: APAC Commercial Exec Lead

 

1c. Interviews

·         (APAC ECL)  only interview Leads level position

·         Prioritize interviews for EC team recruitment (required by hiring managers)

·         Interview other level position only if (APAC ECL)   has agreed to assist hiring manager’s special request)

·         Ensure recruiter provide full details including (name of candidate/name of hiring manager/location of candidate-time zone scheduling)

·         Duration 30min-45min for all interviews (APAC ECL)  ’s preference)

 

1d. 1:1 Request

·         ensure agenda/subject is in place

·         for regular 1:1 request, ensure (APAC ECL)  has agreed and to be discreet to schedule either monthly or quarterly

 

1e. Schedule Conflicts management

·        Friendly and diplomatic in handling meeting conflicts with other stakeholders

 

2a Air/Hotel/Ground Transportation

·         Ensure smooth transitions between time zones

·        Coordinate with Amex with flight/hotel/airport pickups efficiently

·        Manage international travel process competently especially in the requirement of entry visas/permit

·        Ensure travel documents/permits’ validity before departure

 

2b.  Customers/Internal Meetings

·        Ensure APAC Leads &  teams are informed and briefed before (APAC ECL)  ’s arrival

·        Ensure agenda/customer brief documents are all ready for review before departure

3a. Purchases (PO)

·         To raise PO for team’s purchases requirement and in full compliance with MS buying policy

·         To be careful to have PO raised & approved before purchases/services are received/commenced

·         To initiate ‘Single Payment Request’ if vendor is not listed in MS Vendor List

·         To initiate “New Vendor Application” if vendor request to be listed in MS Vendor Programs

 

3b. Internal Order (IO)

·         To request for IO number (from Finance Tea ) for special projects/request payment

·         To request IO# for payment outside Singapore

Claims

·         To submit expense report for all (APAC ECL)  ’s direct reports

·         Ensure all claims are in compliance with claims policy

·         Ensure all claims are submitted timely (before 60days )

Teams Activities

·         Monthly All Hands & Compliance Awareness

·         Team social events

·         On site/Off site meetings ( logistic/agenda/communication )

·         Group DLs (organize/set up/update)

·         MS Authorise ( Safe Limit ) – to assist with set up for new Leads as and when required

·         Medical claim for (APAC ECL)   ( to claim and monitor reimbursement before the close of every FY)

·         EP/DP – work closely with Santafe for Leads relocating into SG

·         Assist in all On-boarding for any new team member : includes facility orientation/Org chart introduction

 

EA: JAC Recruitment Pte. Ltd.

EA Licence: 90C3026

EA Personnel: R1982475

EA Personnel Name: Rajan Jothee