Executive Secretary
Resume:
RESUME
Personal Particulars
Name: Eileen Yeo Poh Siang
Address: Blk 510 Serangoon North Ave 4
Singapore 550510
Telephone No.: 94398110 (mobile)
Date of birth: 9 July 1966
Citizenship: Singaporean
Sex: Female
Marital Status: Married
Working Experience
2014 – May 2017 JCDecaux Asia (S) Pte Ltd
Reporting directly to CEO, Asia
Personal assistant to CEO, Asia and his family.
Provide secretarial and administrative support to the regional team.
Corporate Organization Update
Update corporate organization chart for the regional team and inform HQ in France on any changes.
Corporate Secretarial
Liaise with internal and external lawyer and legal counsels to arrange documents, power of attorney and board resolution to be notarized and stamped by foreign embassy.
Keep track of documents needed for CEO and CFO signatory for both locally and overseas.
Travel
Handle visa application and travel arrangement for the regional team.
Arrangement on booking of air ticket, hotel accommodation and transportation in foreign countries.
Update travel details in individual calendar and shared calendar.
Prepare travel expenses claim upon return of trips and arrange for approval.
Coordinate roadshow and visits in Asia and client visits to HQ in France.
Meeting / calendars
Manage bosses calendar, schedule meeting and conference call details for the team.
Reports
Assist in consolidating and printing of reports for CEO and Finance team.
Printing of presentation for marketing purposes.
Office administrative
Manage leave update for the regional team.
Handle mails, courier services, stationeries and equipment.
Organize corporate events / activities,
Other Adhoc tasks assigned
2011 – 2014 Future Electronics Inc
Executive Secretary to two Vice Presidents in Sales and Business Development as well as provide support to a Senior Finance Director for Asia Pacific.
Corporate Organization Update
Update Corporate Organization Chart and Company Entities Summary for Asia Pacific.
Provide information on Asian Operations Corporation Structure / Selling and Purchasing arms to Montreal.
Corporate Secretarial
To ensure all corporate secretarial documents are executed accurately and lodged in timely for individual countries in Asia Pacific.
Liaise with various external corporate secretarial / legal counsels in different regions.
Assist in preparation of documentations on company set-up, changes in operations, submission of annual filing, passing of AGM, resolution and declarations.
File all confidential documents and agreements.
Travel / Claims
Travel arrangement on booking of air ticket, on-line check in, hotel accommodation, transportation in foreign countries and update details in bosses calendar
Prepare travel request form for approval and travel expenses claim upon return of trips
Checking of claims and expenses submitted by Managers and thereafter online approval claims
Meeting / calendars
Manage bosses calendar, schedule meeting and booking of meeting room for the team.
Reports
Generate backorder and sales report by customize according to individual needs for different region using v-lookup and pivot table
Staff Leave update
Prepare weekly staff leave report for bosses
Update Montreal and Admin department for Managers and above on their leave schedule and planning
Mails
Collect all mails for team and distribute to respective person
Arrange courier services.
Amex
Manage Amex corporate card and statement of accounts
Redeem Amex points for corporate event
Top-up Krisflyers points from Amex
Maintenance of Krisflyers nominees
Administrative support
Provide administrative support to team managers
Assist in team and corporate events / activities
Other Adhoc tasks assigned
2007 – 2011 Temasek Holdings (Pte) Ltd
Provide secretarial and administrative support to the Investment team for Telecom Media and Technology cluster.
Managing their calendars, schedule meetings, book meeting room and submit security clearance for guests.
Travel arrangements on booking of flight and hotel with airport transfers.
Rental of car services when travelling in overseas
Process travelling expenses claim, entertainment, telephone call charges, medical bill, transportation etc and verify with our corporate card statement
Printing of Board paper and help to prepare materials for meetings
Extract data from Bloomberg and prepare price update to the team on companies that we invested and looking into
2004 -2007 Phillip Securities Pte Ltd
Secretary to Director, Head of Corporate Finance and provide Administrative support to the department.
Handle confidential documents relating to the dept and clients, as well as compiling documents for submission to SGX.
Coordination of activities such as trading representatives briefing and road shows during the launch of IPOs.
Review departmental financial reports to ensure that all transactions are accounted for.
Ensure smooth flow of office operation - from stationery, equipment, expense claims to travel arrangements.
1999 – 2004 Ansoft Corporation (Singapore Branch)
Handle full set of accounts for the company including monthly reporting to our head office in the US and prepare audit schedule for the closing.
Provide administrative and secretarial support to the country manager.
Order processing including shipping and monitor on stock level.
Events coordination on the company road show on preparation of material, booking of air ticket and hotel reservation.
1995 – 1999 Targus Asia Pacific (S) Pte Ltd
Handle full set of accounts for the company
Provide administrative and sales support especially on the return goods and order processing.
1987 – 1994 Conner Peripherals Pte Ltd
Started with Accounts Payable which later transfer to Accounts Receivable. Verify payments by matching invoices against purchase order and delivery note. Issue invoices, debit and credit note. Update receipts and revenue reporting.
Education and Qualification
GCE ‘A’ Level with 2As and 3Os
Cedar Girls’ Secondary School
Obtained a GCE ‘O’ Level Certificate with one distinction and six credits
National Institute of Commerce
Obtained a Certificate in Business Studies (Accounting).
Other Qualification
LCCI Certificate in Higher Statistics and Higher Accounting
British Council : Success for Secretaries & Admin Professionals
SIM : Staying Organised – A Guide for Administrative Professionals
Marketing Institute of Singapore : Planning & Managing Events
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