Reporting Lines
VP Implementation & Project Services
Key Responsibilities
Executive Support Responsibilities
* Producing general correspondence, memoranda, presentations, reports and correspondence of a confidential nature on behalf of VP and Directors
* Screening telephone calls, fielding enquiries and requests and escalating urgent matters for VP's attention
* Outlook Management - Inbox, Calendar and Contacts
* Documentation of Minutes/Action Items in Management Team meetings
* Distribution of incoming/outgoing mail
* Coordination of documents for authorisation
* Coordination and organisation of local, regional and global business functions, events, lunches and dinners – for both internal associates and clients
* Organising business appointments and room bookings
* Arranging domestic and overseas travel requirements for VP, Directors and Managers
* Approve Travel & Accommodation requests on behalf of VP and Directors as required
* Prepare itineraries, travel arrangements for international visitors
* Reconcile and submit expense reimbursements in Concur for VP & Directors
* Approve expense claims in Concur on behalf of VP and Directors
* Preparation of accounts for payment
* Coordination and production of annual GV Regional Bonus Plans
* Assisting with Special Projects as required e.g. Annual Client Calendar
* Line manager and team leader support as required
* Ordering business cards across Singapore, China & Australia and as required
* Order stationery for specific GV requirements
* CRM system user set up requests
* CRM Self Service approvals on behalf of VP and Directors
* Regional contact for creating OSCARs requests across Singapore, China & Australia
* Attend Client Steering Committee Meetings - preparation, drafting and distribution of agenda and minutes, attendance at meetings to scribe minutes and actions.
* Produce and maintain GV APAC regional organisation charts - quarterly review,updating and publishing to SharePoint
* Sharepoint site administration and maintenance for GV APAC
* Preparation of T&E expenses and backing documentation for client billable travel required to support Client Billing Notifications (for VP & Director related travel)
* Monthly monitoring and follow-up of outstanding ADP mandatory training for GV Implementation & Project Services / Service Delivery organisations
* Assistance provided to Managers on TMS e.g. loading of performance goals for all GV Implementation & Project Services / Service Delivery associates. Ongoing TMS support to VP, Directors and associates regarding annual performance review process
* HR related administrative support as required e.g. service/ recognition awards, drafting of staff announcements, new associate setup and onboarding, induction, transfers, terminations, compensation & bonus plan tool support, etc.
* Flexibility to attend after hours calls as representative of Global Advisory Group, Hotel & Travel Program & Global Procurement, etc. as required
* Adhoc assistance to GV Sales & Relationship Management organisations e.g. for bids, tender, proposal submissions, etc.
* On call and after hours support to GV APAC VP and Directors as required
Branch Office Administration
* Distribution of internal communications to the organisation
* Assist with the coordination of conferences
* Coordinate Branch updates nationally
* Reception coverage as required
* Member of the Global Advisory team managing the preferred hotel list for the region
* Travel administration in conjunction with the ANZ Executive Assistant
* Updating the ADP Travel Policy in conjunction with the ANZ Executive Assistant
* Administrator for document storage through Iron Mountain in conjunction with the ANZ Executive Assistant
* Cab Charge allocation and reconciliation
* Back up support for ANZ business as required (in absence of ANZ EA)
* Various branch errands as required
* Update local and corporate distribution lists for GV APAC
* Annual update of Business Continuity Plan/EMT & RCT contacts for GV Australia
* Maintenance and administration of GV allocated car parking register at Nexus Court
* Point of contact for facilities and OH&S issues for GV Australia
* Advanced in MS Office suite (Word, Excel, PowerPoint, Outlook)
* Ability to manage multiple projects concurrently
* Effective time management skills
* Excellent verbal and written communication skills
* Ability to communicate and interact at all levels
* Professional presentation
* Demonstrated excellence in customer service
Qualifications / Professional/Technical Skills
* Strong interpersonal, communication and negotiation skills
* Exceptional corporate representation
* Ability to work autonomously, employ initiative to find solutions, prioritise and exercise discretion
* Excellent organisation and administration skills
* A proactive and flexible work approach
* Ability to liaise at an executive level and to work under pressure
* High attention to detail
* Results oriented and a team player
* Basic business accounting
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