Quality Systems and EA Assistant, S$4.5K, 12-month, CBD

Location Singapore
Discipline Administrative & Secretarial
Job Reference BBBH119740_1664270715
Salary S$3500 - S$4500 per month
Consultant Name Fu Yee Chen, Lyn
Consultant Email lyn.fu@manpower.com.sg
Consultant Contact No. 62325738
EA License No. 02C3423
Consultant Registration No. R1110796


Job Scope:
Quality Systems Administration

  • Manage the Quality training assignments for the commercial and quality teams.
  • Act as an administrator for the Learning Management System (METRO) and Agile system for the Commercial and quality teams.
  • Managing the Commercial Quality Databases related to the distributors, affiliates, suppliers, etc.
  • Coordinating and compiling information related to Quality processes and systems from different regions and sites across the network.
  • Participating in Quality review and other meetings and keeping track of the actions.
  • Manage and organize the Teams Sharepoint for the data collaboration.
  • Conduct follow-up of the projects and actions by setting up the reviews.
  • Managing the approval of quality documents.
  • Handle matters expeditiously and complete projects with tight deadlines.
  • Support in Budget planning.
  • Assist in keeping department job description and training records.
  • Prepare or edit executive level presentations integrating Excel, Word, PowerPoint and Visio files.



Executive Administrative Assistant role

  • Provide full range of secretarial/administrative duties and personal assistance to Director of Global Commercial Quality and Direct reports.
  • Be the first point of contact for all scheduling and coordination of meetings.
  • Complete a variety of administrative tasks including managing an extremely active calendar of appointments, composing and preparing correspondences, arranging complex and detailed travel plans and Visas, Expense report management, and compiling documents for travel-related meetings.
  • Manage and coordinate the diaries of the Director, use judgement in the scheduling of meetings - determine the purpose, minimum time required, and best time zones for international virtual conferences.
  • In-box management- screen emails, respond and/or action as necessary.
  • Prepare travel itineraries for each trip, including multi-leg, track and record all travel costs as needed or requested. Research, and assist in obtaining passports, visas etc.
  • Drafting, editing and formatting professional correspondence, including emails, letters and internal announcements.
  • Prepare expense claims.
  • Keep track and be well-informed of upcoming commitments and attend meetings when required.
  • Proactively plan, coordinate and ensure the schedules and meeting calendars are followed.
  • Managing conference and meetings organized locally (minimal).
  • Create meeting agendas, organize meeting materials, write meeting minutes and collate reports.
  • Managing staff onboarding & offboarding logistics
  • Assisting and/or leading the organization of events
  • Providing general support including photocopying, booking meeting rooms, stationery re-ordering, typing, filing, mail, etc.
  • Purchase order creation and tracking any invoice payments.
  • Assume any other duties as assigned


Job Requirement:

  • High School Diploma or Bachelor's degree.
  • 2-3+ years of previous executive administrative support experience for senior leadership is required.
  • Experience with reconciling expenses
  • Experience assisting at the executive level in a fast-paced environment.
  • Experience with complex domestic and international travel coordination.
  • Ability to handle confidential information with discretion, and deal with professionals inside and outside the company.
  • Highly proficient with Microsoft Office, specifically Outlook, Word and Excel.
  • Knowledge of using Concur is good to have (current expenses / claim system)
  • Excellent interpersonal, written and oral communication skills
  • Positive, proactive, detail oriented and driven to succeed
  • Ability to proactively manage projects and willingness to pitch in as needed.
  • Advanced proficiency in formatting, proofreading, and editing correspondence and other documents


Additional Information:

  • Salary: Up to S$3.5K per month + 1-month bonus
  • Contract duration: 12-month contract, possible conversion
  • Commencement Date: Immediate
  • Working days and hours: Mon to Friday, 9am to 6pm
  • Location: Bugis, DUO Tower

Lyn, Yee Chen Fu EA License No. 02C3423 Personnel Registration No. R1110796

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