Executive Assistant

Amy Chan

***C Sengkang East Road #**-** Singapore 543202 Tel: 86930218 Email: *********@*****.*** EXECUTIVE SUMMARY

Experienced Executive Assistant to C-Level Management with a demonstrated history of working in the technology, pharmaceutical and communication industries. Skilled in Office Management, Management Support, Marketing Management, Customer Service and Event Management. Strong administrative professional with a Master degree focused in Business Administration from University of Hull. SUMMARY OF QUALIFICATIONS

High level of initiative, with the ability to anticipate requirements and exercise judgment on issues requiring action and subsequent follow up

Strong in problem-solving skill

Proven organization skills where a proactive approach to prioritizing work requests, meeting deadlines and resolving issues for the C-level management

Ability to identify and implement improved processes/procedures to increase administrative efficiency

Ability to build effective working relationships with colleagues and key stakeholders from various department (R&D, HR, Finance, Manufacturing, Corporate Communication and Customer Service)

An independent and self-motivated professional with excellent organization, problem solving and communication skills; able to grow positive working relationships with clients and colleagues from all levels and cultures

Able to handle highly confidential and sensitive information with discreet

Demonstrated ability to change direction in response to a fluctuating work environment with a “can- do” attitude

Extensive experience and proficiency in Microsoft Word, Excel, Powerpoint, Outlook, SAP, Concur, Ariba, Sharepoint, Intranet, webex CMR, Cisco Jabber and Cisco video conference system KEY EXPERTISE

1. Vendor Management 2. Marketing skill 3. Project Management 4. Negotiation skill 5. Large Event Management 6. IT Support/Skill 7. Training Workshop Facilitation 8. Meeting Planner 9. Cost Optimization 10. Employee events 11. Cross functional leadership 12. Senior Management support 13. Problem solving skill 14. Time Management 15. Good team player 16. Analyze and review vendor’s

pricing annually

17. Early adaptor for new

technology in office

18. Good communication with

all levels

PROFESSIONAL EXPERIENCE

Conversant Solutions Pte Ltd

Executive Assistant to CEO, International May 2017 – Present Administrative / Office Support

Provide assistant and secretarial support to the CEO and management team

Manage communication and information flow for the CEO

Manage CEO calendar, prepare for meetings and receive visitors on his behalf

Read and summarize CEO email as well as draft email correspondence

Arrange and prepare travel schedule and meeting schedule in the countries

Support CEO with his credit card payments, expenses reimbursement and handle his petty cash

Support the legal work such as notarization and work with Finance Controller on the legal document before submitting it for his endorsement

Collate weekly Finance, Traffic, Inventory, Marketing and Forecast reports Management Meetings

Organizing and planning the various types of management meetings like Joint Venture Board Meeting with Chinese Partners, Monthly Senior Management Meeting, Annual Sales KickOff Meeting, Mid-Year Business Review, Quarterly Company Town Hall for Singapore/ASEAN, United Kingdom and Shanghai

Take meeting minutes for all the meetings

Prepare the Management / Strategy presentation slides for the CEO

Support the CEO in the projects and keep track of his Key Project Index

Manage and collate the Weekly Reports for the CEO Adhoc Projects/Tasks

Set and standardize the Sales Forecast Table Template with Sales Probability defined

Support in hiring Subject Matter Expert in Philippines by working with the recruiter

Support in posting job positions online and shortlisting the applicants for interviews of the following positions:-

o Assistant Manager, HR & Admin for Singapore office o Vice President, Operations and Delivery Service, International

Defining the “Go-To-Market” Approach Framework for Strategy Meeting taking place in June 2017

Support CEO with the Joint Action Plan Strategy with IE Singapore to penetrate into other markets Munich Re Singapore

Secretary, Client Portfolio Management (CPM) Dec 2016 – April 2017 Role

Report to the Head of Client Portfolio Management and support the Client Managers, as well as the German CEO and Head of Business Development

Handling expenses reimbursement for Head of Client Portfolio Management and tabulate the annual calendar with business trips and events

Distribution of MR publications to clients and external parties

Support in monitoring and managing department budget utilization

Foster close client relationship to ensue smoother working relationship in coordination matters with clients

Zoetis Singapore Pte Ltd (Previously Pfizer)

Executive Assistant to Senior Vice President, Asia Pacific Nov 2013 – Oct 2016

& Senior Vice President, Global Manufacturing Supply, Asia Pacific Administration and Organization

Set up the video conference systems in Singapore, Bangkok, Japan, India and Australia with the support from IT

Co-ordinated and set up high level video conference calls, management meetings, operating plan meeting, global and international town halls

Maintaining meeting materials in sharepoint for high level management meetings

Managed a team assistant who supported the Regional Directors (position retrenched)

Arranged interviews for leadership positions for the Senior VP to interview the candidates from overseas

Administrative duties include the calendar management, travel arrangement (hotel, flight, local logistic, meeting arrangement and visa application) and T&E submissions

Preparing confidential report, documents and printouts of relevant materials for local or overseas meetings and Town Hall.

Supervised and managed 1 Team Assistant supporting the 6 Regional Directors in expense claim, calendar management, flight booking, adhoc tasks assigned, raising of purchase orders, co- ordinating some events overseas.

Communication & Client Relations

Being the first point of contact for all queries, meeting and correspondence, handling and resolving all administrative issues and legal documents from Country Managers in Asia Pacific, Belgium (HQ for International Offices) and USA.

Consolidated and summarized sales incentive plan within Asia Pacific and discuss it within the Asia Pacific Leadership Team (Country Managers).

Market research to look for local market data that is missing for sales report

Supporting Singapore sales (Distributor Market) and interface with local distributor to facilitate the product launch and organize seminars/customer visits (visit to the vet clinics & pet shops)

Created and set up the Asia Pacific Community page for the market and share updates on the Intranet. Put up news and events about Asia Pacific on the Intranet. Accomplishment

Set up the video conference system in Asia Pacific and integrating the teleconference, Cisco Jabber and Webex using webex bridge

Taught the Executive Assistants in Asia Pacific on the video conference systems

Planned and organized the Asia Pacific Leadership Team Meeting in Adelaide, Mumbai and Shanghai with high level business center support for critical issues taking place during offsite meetings. Rohde & Schwarz

Rohde & Schwarz has two entities in Singapore, called Rohde & Schwarz Regional Headquarters Singapore Pte Ltd (Regional Headquarters) and Rohde & Schwarz Asia Pte Ltd (Engineering & Operation) With the required skill set and experience, I was given the opportunity to grow within the organization, with different roles. I was with Rohde & Schwarz for 10 years and decided to leave the company to understand more about the different industries.

1. Office Manager cum Personal Assistant to Executive Vice President, Asia Pacific, Middle East and Africa July 2008 – Oct 2013 Administration and Organization

Calendar management, travel arrangement, expenses report and managing the accommodation in Singapore.

Provided expatriate support in renting of apartment and car, as well as support for the work permit.

Co-ordinated and scheduled the visits of CEO & COO from Munich to Singapore for Press conference, opening of the office/building and ground breaking ceremonies as well as board and management meetings.

Office Management

Managed and maintained the office premises and office equipment

Worked closely with business units and staff on facility management issues and attend to daily facility related matters for the premises

Provision and management of pantry and stationery supply

Supervise 1 Team Assistant supporting the team members in flight booking, ordering of pantry and stationery supplies, as well as looking into the smooth operation of the office. Human Resource Tasks

Set up training center at Kaki Bukit in 2003

Supported Munich HQ in the HR Marketing Program – Engineering Competition 2008 (Set up the whole framework for HR Singapore to continue for subsequent HR events)

Supported Munich HR Marketing in the company employee branding to attract young talents and during the career fairs in Singapore

Supported the EVP in the Annual Performance Management together with HR

Organized staff training and half yearly sales trainings for Rohde & Schwarz

Supported the Regional Learning & Development Director in planning of the sales training and worked with external learning and development vendors on customized training program for sales training

Facilitated brainstorming sessions during Annual Representatives Meetings

Supported HR in the People Development Project

Support and facilitated the recruitment process for EVP, APAC, Rohde & Schwarz Headquarters Event Management and Communication

Planned and organized the Annual Representatives Meetings, Annual Forecast Meetings, Half Yearly Sales Manager Meetings and Company Annual Business Review in Asia Pacific region.

Set up of Intranet for Asia Pacific, Middle East and Africa with IT

Lead the Recreational Club with 15 members in planning and organizing the annual recreational activities

Providing event management consultancy and overall logistic and event management support to my counterpart in Munich and colleagues in Asia Pacifc Regional Structural Development

Supporting to set up the marketing infrastructure in Asia Pacific so that events taking place in the region can be co-ordinated with the different departments within Munich and Asia Pacific. Accomplishment

Achieved 30% cost saving on the meeting package for the Asia Pacific Representatives Meeting in Chengdu in 2012

Setup the framework and held the first mini Olympic event for 200 employees at ITEM Changi, with low budget as the Chairperson of the Recreation Club

Set up the event/product/promotion matrix as the communication platform for the sales force and product management

2. Senior Marketing Executive July 2006 – June 2008

Planning and organizing the promotion activities such as exhibitions and seminars in Asia Pacific

Developing product brochures, video clips and miniature showcase of test system chamber for the events.

Organizing events such as CommunicAsia, WiMax and EMC, held WiMax and EMC seminars in China, Taiwan, Korea, Vietnam and Singapore. The mini OTA test system was sent to Hong Kong and Taiwan to be exhibited.

Accomplishment

Introduced new marketing tools like building mini Over-the-air test system chamber with mechanical turntable, video clips to promote test systems, corporate brochures and introduced many creative ideas.

In March 2007, hosted the visit of German Delegates (COO & CEO of German companies) accompanying the Prime Minister of Bavarian with EDB.

In May 2008, launched the first Engineers Competition and worked with NTU and NUS.

In 2008, organized the press conference and had great publicity on radio 93.7FM, broadcasted on Channel News Asia, Straits Times, Lianhe Zaobao and many websites like EDN for the opening of new premise in Changi Business Park.

Achieved a cost saving of S$1.2 million annually for the office rental of level 1, 3, 6 and 7 in Hansapoint, Changi Business Park from 2008 till March 2014 3. Corporate Service Executive & Personal Assistant to Managing Director and Executive Director, Asia Pacific Nov 2003 – June 2006

Reports to Managing Director and Executive Director, Asia Pacific

Planning of office renovation and maintaining the office facilities

Managing the office operation, stationery and pantry supplies, office equipment maintenance, renting of apartment for expatriates and car rental

Supporting the entire company in the flight booking, checked the invoices on airfares and confirmed in the trip request database on lotus notes

Organizing corporate and marketing events like annual company business review, opening ceremony, award ceremony and exhibition e.g. CommunicAsia

Managing the training center and organizing sales trainings for colleagues in Asia Pacific

Conducting annual review on suppliers’ pricing list and transaction fee and negotiate ways to have win-win situation between the company and the suppliers. Accomplishment

In 2004, planned and organized the award ceremony to receive International Headquarters Award (IHQ) from Mr Teo Ming Kian, Chairman of EDB.

In 2003, Set up the Training Center in Kaki Bukit. Organized many trainings and meetings for Asia Pacific colleagues

Organized CommunicAsia exhibitions, Annual Representative Meeting for Asia Pacific and many events

Singapore Post Pte Ltd

Business Executive 2000 – 2002

The main role was to promote vPost, the online payment portal for organizations to allow their customers to pay their bills via Giro-on-demand and customer who needs to make payment for their bills online. I also organized promotions online to increase transactions. During my service, I have achieved S$1 million transaction sum and 100,000 customer database in 2002. One of the promotion strategies was to create promotion activities online to increase customer base and transaction. This gave me the opportunity to experience the marketing mix of packaging the product, worked out the pricing to include a profile margin and promoted it online to the customers. MobileOne (Asia) Pte Ltd

Marketing Assistant 1998 – 2000

The main role was to support both the GSM and Customer Retention teams in the marketing function. The tasks were to implement the acquisition and retention programs such as loyalty program, roadshow, seminars, mobile phone workshops, as well as compiling take up rate and termination reports, brainstorming for different tariff plan to address different market segments, drawing up 18 months marketing roadmap and yearly budget for the teams, as well as monitor competitors’ movement very closely.

Island Leisure (International) Pte Ltd

Marketing Assistant 1997 – 1998

The main role was to promote Bintan Island to Travel Agents within Asia Pacific, together with my team members. Familiarization trips to Bintan, travel trade shows and events like Asia Pacific Ericsson Gold Masters Tournament on the island were organized to promote Bintan. I facilitated the events from planning to the final stage to achieve the company objectives. EDUCATION

2011 – 2013 Executive Master in Business Administration University of Hull (UK)

1998 - 1999 Bachelor of Science in Business Administration Oklahoma City University (USA)

1994 - 1997 Postgraduate Diploma in Marketing

Chartered Institute of Marketing (UK)

1988 - 1992 GCE ‘O’ Level

Serangoon Garden Technical Secondary School

1981 - 1987 PSLE Level

Teck Ghee Primary School

REFERENCE

Dr. Stefan Weiskopf (Former Executive Vice President, Asia Pacific, Zoetis) CEO, Allflex Holdings Inc.

Email: ********.******@*-******.**

(Dr. Weiskopf is the former superior in Zoetis)

Mr. Wilfied Ahlers-Dorgeist (former colleague in Rohde & Schwarz) Former Regional IT Director, Asia Pacific

Rohde & Schwarz International Operations GmbH

Tel: +49-174-***-****

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