Executive Assistant

Jennifer Ng Hui Hong

(**) **** **** ac6kqd@r.postjobfree.com www.linkedin.com/in/jennifer-ng-b19527164

SUMMARY

A highly organized, efficient, reliable and trustworthy administrative professional with 14 years of track record in office management and providing secretarial support to senior executives. Capable of working well with colleagues across different cultures. Proficient in training management, administering end to end training processes onsite and offsite. Has in-depth knowledge of learning administration systems and is adept at supporting diverse users across businesses and geographies. An effective problem solver and multi-tasker, strong team player known for good interpersonal skills and a positive “can-do” attitude.

PROFESSIONAL EXPERIENCE

JOHNSON & JOHNSON VISION Oct 2006 - present

Executive Assistant

Supporting Regional Senior Director, Professional Group APAC & Regional Director, Supply Chain & Customer Experience APAC

Travel preparation (ticket, visas, accommodation, agenda)

Calendaring up to date with important global and regional meetings.

Schedule meetings, including teleconference and videoconference.

Arrange quarterly and yearly meetings and conferences, tasks include logistics e.g. accommodation, transport and dinner venue arrangement (local and overseas venue)

Event co-ordination (planning & executing). Work with Event Company on yearly incentive trip, yearly president’s award trip and yearly Sales Conference with about 400 regional participants (overseas venue).

Experienced in setting up overseas meetings in Bangkok, Malaysia, Beijing, Guangzhou and Taipei

Assist to prepare presentation for internal, external and regional meetings.

Ensure timely and accurate submission of expense claims

Be the first point of contact for enquiry, internal and external guests. Receiving calls and to ensure messages are disseminated timely and accurately and to also receive and entertain guests on behalf of bosses.

Other Administrative Duties

Logistic arrangement like hotel and transportation for overseas visitors

Timely mail distribution

Stationery and pantry order

Office equipment maintenance

New hire orientation

Be a walking encyclopedia for teams

L’Oreal Singapore Pte Ltd Aug 2001 – Sep 2006

Secretary

Supporting Sales & Marketing Managers for Lancome, Biotherm, Shu Uemura, Fragrances & Helena Rubinstein

Calendaring

Planning and scheduling divisional monthly and quarterly meeting and to follow up on issues discussed.

Event co-ordination (ad hoc brand event, annual oversea trip, company annual dinner and dance etc).

Seminar co-ordination for overseas participants. Experienced in liaising with Shangri-La hotel in organizing annual seminar with participants from Asia Pacific countries.

Assisting brands’ event promotion and product launched. Forming promotion mechanics and to ensure timely packing and delivery of mechanics to promotion site.

Club party RSVP and liaising with stores and hotel on logistic issue.

Travel booking, hotel accommodation, transportation & visa application

Expense claims for the division (petty cash, travel and entertainment etc.).

Customer Relationship Management & Marketing Forecasts

Assist in maintaining counters POS system.

Maintaining Club members’ database using MSI.

Sending mailers to club members on promotion and invitation to club party. Assist to build rapport with club members as first point of contact to build customer satisfaction.

Using MSI information to analyze, compile and assimilates data into useful information for managers’ decision making.

Planning and submitting forecast to HQ for new products and monthly marketing forecast.

Work closely with Logistic and Finance to ensure stock balance is well under control so that cost of freight is at minimized level.

Reports & Presentation Materials

Assist in collating information from various brands for annual budget and 3-year plan and to send the information to HQ via PowerPoint presentation.

Collecting information and preparing presentation for internal, external and regional meetings.

Assist in preparing training materials for new product

Preparing & submitting monthly / quarterly / annual sales reports to HQ.

Other Administrative Duties

Handle sensitive and confidential information with discretion eg. New products’ launch, pricing and other PR matter.

Maintaining price list for all products (Lancome, Biotherm, Helena Rubinstein, Shu Uemura and Fragrances Ralph Lauren, Giorgio Armani, Guy Laroche & Cacharel) and to liaise with Departmental Stores whenever there is price changed.

PO creation using SAP. Ensure proper procedure to minimized carry forward of expenses to next financial year that will affect budget.

Stationery and pantry order

Creative Technology Executive Secretary 1998 - 2001

UDL Offshore Executive Secretary 1996 - 1998

MINDEF Senior Staff Administrator 1993 - 1996

UDL Offshore Junior Secretary 1990 - 1993

QUALIFICATIONS & PROFESSIONAL DEVELOPMENT

BA (Hons) in Business Administration 2010

Second Class Honors (Upper Division) University of Portsmouth

Advanced Diploma in Business Administration (Marketing) 2003

Thames Business School

ACCA Foundation/Certificate Stage

ADDITIONAL INFORMATION

Strong written and verbal communication in English and Mandarin

Proficient with Microsoft office (World, Excel, PowerPoint, Outlook)

Excellent interpersonal and time management skills

Facilitated office move and grand opening

Committee member in sponsorship and charity program

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