Office Manager and Executive Assistant, APAC

• Jan 2023 - Present

Executive Assistant, APAC

• Apr 2022 - Jan 2023

• Supporting MD, SVP, and VP Executives• Acting as a liaison between the employees and upper management• Calendar management & managing the flow of the day and week• Manage team travel: research and communicate travel and Covid restrictions, assist with securing visas, schedule Covid tests as required, and provide travel support for the Singapore team• Project management, including event planning• Making changes to increase efficiency in the workplace, maintain office efficiency by keeping the appearance of common areas, organizing procedures, managing filing systems, and overseeing supplies and equipment• May act as Office Manager, negotiating contracts and agreements with vendors• Manage data in spreadsheets and reports, and keep records and information up to date• Assist in hiring, training, and managing local administrative staff• Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office, and maintain complete accessibility in both availability and warmth of character• Manage the day-to-day activities of the office, greeting and directing visitors, answering phone inquiries, and handling requests in an appropriate, courteous, and professional manner• Coordinating schedules, arranging meetings, and catering as needed• Assist legal department in capturing signatures and additional confidential information as needed• Receive, sort, and log incoming mail and deliveries, manage outgoing mail and deliveries• Assist with employee onboarding and off boarding• Assist department in the management of expenses, including receipt tracking• Occasionally traveling off-site to deliver reports or files to embassies, lawyers, etc.• Ensuring the confidentiality and security of files and systems• Operating copy equipment, fax machines, printers, or other equipment necessary• Other ad-hoc duties supporting Marketing and HR Team. Show less

Administrative Officer

• Mar 2021 - Oct 2021

To provide support for office, events & previews administrative duties:  Attend to incoming calls.  Process supplier invoices.  Check mailbox.  Arrange courier delivery  Order pantry and stationary supplies.  Follow up with Finance teams on supplier’s invoices payment.  Submit monthly’s shipping documents and import/export report to vendor.  Process supplier payments through JDE for events and previews.  Set up new supplier accounts as and when needed.  Process payments related to client gifting during festive period.  Attend to client when needed and help up in preview event.  Facility Management co-ordination.  Filing and other ad-hoc duties like IT support etc. Show less

Marketing & Sales Personal Assistant

• Aug 2006 - Sep 2020

Duties : To provide secretarial duties for the Regional Vice President of Marketing & Sales:  Manage calendar to schedule meetings & appointments.  Co-ordinate travel arrangements (flights, accommodation, visas, itinerary and logistics).  Prepare travel claims and reimbursement submission thru Concur System.  Screen calls  Prepare memos, letters and faxes.  Organize conferences and prepare necessary documents.  Co-ordinate interviews arrangement.  Collate and compile monthly Marketing and Sales volume reports to be submitted to Orlando Office.  Generate monthly Survey Reports thru Qualtrics Survey Software.  Prepare minutes when needed.  Filing To provide support to the Local Sales & Marketing Team  Attend to customers enquires via calls/emails.  Provide administrative support to the Sales & Marketing Team.  Assist in Marriott Reward Points credit for guests thru CRIS system  Assist in invoices checking thru OTM, TSW & Oscar system.  Co-ordinate travel arrangements when necessary. Provide support to the Regional Offices (Singapore, Gold Coast-Australia, Phuket-Thailand, Bali-Indonesia, Hong Kong, Shanghai-China, Okinawa, Tokyo- Japan.)  Provide administrative support to Regional offices when needed.  Assist in Marriott Reward Points credit for guests thru CRIS system.  Prepare travel claims and reimbursement submission thru Concur System.  Co-ordinate travel arrangements. Provide support to general office administration:  Mails distribution, courier services and suppliers’ delivery etc.  Maintain and replenish of office stocks.  Co-ordinate with Suntec Management on office matters.  Other administrative duties as needed.  Keep track of Key Box keys movement.  Record and issue office and Suntec Security access passes to associates.  To source for Services Apartment in SIN for new hire associate’s stay when needed.  Co-ordinate with Suntec Carpark on Season parking for associates.  Update phone lists. Show less

Secretary

• Jun 2000 - Aug 2006

To provide secretarial duties for the General Manager - :  Arrange appointments and meetings.  Prepare minutes.  Screen calls.  Prepare memos, letters and faxes.  Organize conferences and prepare necessary documents.  Co-ordinate interviews arrangement.  Prepare and process expenses claims.  Filing. To provide support to the licensor in Europe and USA and licensee of Asia Pacific Partners - :  Prepare reports and presentations.  Prepare global tenders.  Ensure essential information is being circulated when required.  Assist in preparing and co-coordinating in distribution of marketing materials.  Prepare contract.  Co-ordinate regional conferences or meetings.  Co-ordinate and prepare necessary documents etc. for trade fairs such as ACTE and CTW.  To arrange hotel accommodations and transportation. To provide support to operations team, tmo and sales team - :  Assist to contact overseas suppliers such as airlines and hotels.  Prepare memos and faxes to correspond with suppliers.  Liaise with corporate clients on their travel arrangement as and when required.  Prepare tenders and presentations.  Prepare and deliver sponsored vouchers for corporate clients.  Ensure necessary information circulated and distributed.  Update sales and tmo database information. To provide general support in the office - :  Keep stock, replenish and distribute stationeries for staff usage in the office.  Keep stock and replenish printing materials for the usage in the office.  Ensure photocopying machine, printers and faxes are functioning.  Distribute mails.  Give out medical chit and record leave for staff when personnel in charge not around.  Assist staff to be familiar with the office phone system. Show less

PS21 Officer

• Dec 1999 - Jun 2000

Duties : To assist in the PS21 project - :  Update the database record for Wits project and Suggestion Scheme.  Make necessary changes and suggestions to improve the present PS21 project in the Corporate Services Department.  Co-ordinate the PS21 project with other divisions in the organization. To provide support to the Human Resource Department - :  Arrange appointments and meetings.  Prepare minutes.  Assist in the project of People Developer Programme. Duties : To assist in the PS21 project - :  Update the database record for Wits project and Suggestion Scheme.  Make necessary changes and suggestions to improve the present PS21 project in the Corporate Services Department.  Co-ordinate the PS21 project with other divisions in the organization. To provide support to the Human Resource Department - :  Arrange appointments and meetings.  Prepare minutes.  Assist in the project of People Developer Programme.

Confidential Secretary

• Jul 1998 - Jun 1999

To provide secretarial duties for the Managing Director - :  Arrange appointments and meetings.  Screen calls.  Prepare memos, letters and faxes.  Organize conferences and prepare necessary documents.  Co-ordinate interviews arrangement etc.  Filing. To provide other support for the Managing Director - :  Assist on recruitment of insurance agents.  Arrange proper training and related examination for insurance agents.  Prepare training documents and reports through audio typing.  Perform telemarketing.  Handle Managing Director’s personal investment issues. Show less

Secretary

• Apr 1994 - Jul 1998

Provide secretarial duties for Executive Secretary, Personal Assistant and Chief Executive Officer - :  Arrange appointments and meetings.  Prepare necessary documents for meetings.  Screen calls.  Prepare memos, letters and faxes.  Keep stock and replenish stationeries and printing materials.  Filing.  Accomplish tasks as requested by Personal Assistant and the Executive Secretary as well. Provide general support in the Chief Executive Office - :  Book air tickets, arrange hotel accommodation and transportation for all shore and ship staff in the organization.  Co-ordinate with the HR on ship staff movement.  Co-ordinate and conduct interviews for recruitments as and when required 1995-1996 Promoted as Tour Officer: Co-ordinate events and provide administration duties in the Tour & Travel division - :  Secretarial duties.  Co-ordination of tour activities such as arranged coaches, hotel accommodation, tour packages for customers in Singapore and in the ports where Star Cruise’s ships berth.  Assist implementation of new tour packages in different Asian countries by travelling to various countries.  Liaise with suppliers from tour agencies in Singapore and Asian countries.  Co-ordinate with other divisions to ensure smooth implementation of tour packages. 1996-1997 transferred to Club Division as Secretary to provide secretarial duties for the Executive Vice President as Tour division relocated to Port Klang. 1997 (April-June) - Overseas Assignment in Tokyo, Japan Assist Country Manager as follows - :  Secretarial duties.  Liaise with other divisions of the organization in Singapore on matters related to HR, Marketing, Purchasing and Finance in Tokyo office.  Assist to ensure smooth operations in Tokyo office.  Report to Chief Executive Office in Singapore on the progress of the Tokyo office. 1997-1998 transferred to Travel Service Department as Tour Consultant. Perform Tour Consultant duties and provide administrative duties. Show less

Junior Secretary

• Feb 1993 - Apr 1994

To provide general secretarial duties for the Sales Manager - :  Arrange appointments and meetings.  Prepare minutes, memos, letters and faxes.  Answer to enquiry from guests.  Conduct room inspection for guests.  Filing. To provide general secretarial duties for the Sales Manager - :  Arrange appointments and meetings.  Prepare minutes, memos, letters and faxes.  Answer to enquiry from guests.  Conduct room inspection for guests.  Filing.

Clerk

• Mar 1990 - Feb 1992

To provide clerical duties - :  Arrange meetings.  Screen calls.  Prepare memos, letters and faxes.  Prepare minutes.  Prepare reports.  Filing. To provide clerical duties - :  Arrange meetings.  Screen calls.  Prepare memos, letters and faxes.  Prepare minutes.  Prepare reports.  Filing.