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Executive Assistant Support

Location:
Clementi, 120421, Singapore
Posted:
August 12, 2018

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Resume:

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Angely, YEO Lay Sa

Blk *** Clementi Ave #28-367 Spore 120421

Email: ac6m48@r.postjobfree.com Contact: 9845-3442

Career Objective

To seek a career which is challenging that provides me with the opportunity to tap on my experience, knowledge and abilities for long term personal growth and career development that can be utilized to the fullest. To continue to excel and develop myself to be an effective Team-leader and enabling myself to contribute positively towards the organization’s objective and goal.

Career Summary

Have over 20 years of excellent organizational skill in Administrative and Secretarial function. Serve as contact point person for Vice President, Managing Director, Professors, and stakeholders to ensure proper lines of communication. Maintaining good rapport with internal and external stakeholders and provide excellent communication skills, problem solving abilities and maintaining high-level of trust and confidentiality.

A team player with strong interpersonal, organizational and analytical skills as well as an all rounder with multi-functional support responsibilities with experiences in areas such as Secretarial support, Office Admin Management functions, Human Resources, Facilities Management, and Events coordination.

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Professional Experiences

Regional Support Services Team Leader / Program Manager Eastman Chemical Asia Pacific Pte Ltd

Mar 2015 till Current

Executive Support Role

• Provide Executive Support to Vice President & Managing Director of Asia Pacific

• Coordinates regular meeting held in APR, EMEA, USA

• Coordination of VIP, CEO visits to Asia Pacific Region with the Country local team

• Booking of Travel, Application of Visa and logistics arrangement

• Preparation of meeting Presentations & Agenda

• Recording of Minutes of Meeting for follow up

• Processing of Expenses claim & other reimbursement RSS Team Leader

• Responsible for organization and coordination of Regional office operations, Policies and resources to facilitate effectiveness & efficiency

• In charge of Asia Pacific Travel & Expense Policy, Phone & Car Park Guidelines

• Review and approve Office Supplies Acquisitions

• Managing office budget & expenses

• Office Lease renewal

• Best Practice Sharing among APR offices

• Driving consistency in approach among APR offices Employee Engagement

• Organize Wellness & Corporate Social Responsibility events for Singapore Office

• Consolidation of A.P. Region - Wellness Plans & Budget

• Employer’s Value Proposition (EVP) survey & follow up actions

• Preparation & Coordination for Quarterly Town Hall with APR employees

• Preparation of Long Service Award Recipients

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Executive

National University of Singapore – Cancer Science Institute of Singapore Feb 2013 till Feb 2015

Personal Assistant

• Providing Secretarial & Administrative Support to 3 Snr Professors

• Arrangement of meetings between internal and external parties

• Booking of flight and hotel accommodation

• Submission of reimbursement claim for Snr Professors

• Liaise and provide administrative assistance to Snr Professors in preparation for overseas conferences

• Managing senior professors’ reimbursements, Credit card purchases, leave application

• Coordinate, prepare and collate documents for meetings

• Preparing of presentations slides for seminars, talks, conferences

• Assistance in updating Professor CV, Biodata and Publication list

• To ensure good and tidy document housekeeping and timely correspondence

Human Resource Function

• Arrangement with Housing staff for viewing of NUS apartment

• Reservation of accommodation for visitors and Prof coming into NUS

• Facility approval for conference / seminar / meeting rooms

• Assisting Outreach team for logistics arrangement for events / seminar held 3 times yearly

Administration of Research Grants

• Assist Senior Professors to track their grants and prepare budgets for annual and quarterly forecasts

• Regularly update professors on the utilization of funds on their grants

• Assist senior professors in coordination of input and submission of research proposals and progress reports

• Assist senior professors in requests for virements to grant changes in budget and recruitment of personnel

• Assist in documentation for recruitment to research teams supported grants

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Executive

National University of Singapore - Computer Centre Jan 2012 till Nov 2012 Personal Assistant

• Providing Secretarial Support to Director of the Dept

• Providing Admin support to Management Team

Human Resource Function

• Recruitment process for internal dept and liaise with OHR for salary remuneration

• Staff on board and departure

• Preparing and submission of interview reports for Director’s approval after interview

• Working with Hiring team for screening, interviewing and recruiting candidates

• Managing job advertisements

• Arrangement for contract staff under staff augmentation

• Updating of monthly Organization chart for Arrival & Departure

• Sending birthday greetings for staff

• Bi-monthly HR newsletters update to staff

• Conduct yearly staff meeting - Update of staff arrival & departure, current opening position, Long Service Award, sourcing of performance and other logistics arrangement Training

• Collate internal and external training hours and record for internal/external course

• Generate monthly training report for Quality Metrics Meeting

• Keeping track of yearly training budget

• Involved in yearly internal/external audit check for ISO

• Central filing of Certification leading to formal education General Facilities and Space Management

• Maintenance of office premises, fixtures and furniture

• Seat allocation to internal and contract staff

• Preparation of pandemic exercise (H1N1) and assuring sufficient stock is available for PPE (Personal Protective Equipment)

• Logistics arrangement and purchases for pandemic exercise Page 5 of 9

• Involve in Fire Inspection for office building

• Updating the key press list for office building

• In charge of stationery request and office equipment Management Assistant Officer – Personal Assistant

National University of Singapore - Computer Centre Dec 2007 – Dec 2011 Personal Assistant & Administrative/Financial Role

• Providing Secretarial Support to Director of Dept

• Providing Admin support to Management Team

• Arrangement of meetings between internal and external parties

• Booking of flight and hotel accommodation

• Submission of claim for Director

• Arrangement for events and seminars and handling of logistics

(refreshment and venue)

• Maintaining central filing of documents

• Distribution of email to internal staff

• Facility approval for meeting facilities

• Phone & Service Administrator for dept

• Assigning new phone to staff and updating of display name

• Maintaining of petty cash float and process small claims

• Recording of postage

• Issuing of official receipts for cash/cheque received from Income Collection System

• Processing of dept purchase via corporate credit card

• Performed Fire Warden role during actual and unplanned fire drill

• Back up for Email Account creation and deletion

Human Resource Function

• Arrangement of Interview and preparation of interview folder for panel

• Arrangement of Staff on board and departure

• Maintaining and filing of personal document for individual staff

• Maintaining of staff leave, leave grouping and training approver

• Updating of Dept campus directory

• Send birthday greeting to staff

• Ordering of get well basket/wreath for staff

• Leave Clerk for Dept – Updating of medical and absence Page 6 of 9

Training Function

• Collate internal and external training hours and record for internal/external course

• Generate monthly training report for Quality Metrics Meeting

• Keeping track of yearly training budget

• Central filing of Certification leading to formal education Sales & Admin Secretary

K-TRON ASIA PTE LTD June 2002 – Nov 2007

• Assist in administrative and secretarial support to the company

• Handling phone calls, screen call & customer enquiries

• Human resources duties in consolidating annual & medical leaves and medical reimbursement.

• Maintaining incoming faxes & emails electronically.

• Preparing Correspondences, Email communications and Reports.

• Handling incoming & outgoing mails and courier

• Handling incoming & outgoing shipment to foreign countries

• Maintenance of office premises & equipment

• Replenish of pantry supplies, refreshment, office stationery

• Arrangement & booking of Travel & Hotel Accommodation for local staff & expatriates

• Arrange director’s appointment and update event Calendar

• Updating Customer Database & sending season greeting cards

• Issue Quotation, PO, Service Invoices

• Update Sales Orders into Access Database and our own SAP Program (MAPICS)

• Prepare Sales Leads and Enquires to our Representative

• Submit & compile Weekly & Monthly Sales Report to Parent company

• Organize Sales & Service Seminars and logistics arrangement

• Arrange for Exhibition preparation & liaise with Organizer

• Back up for Service Dept during their absence

Reasons for leaving: For career advancement and change of environment. Page 7 of 9

Secretary of Quality Control Dept

ABB LUMMUS GLOBAL / JGC CORPORATION

(JOINT VENTURE – 2 years contract) Mar 2000 – Mar 2002

• Assist in overall administrative support for Quality Assurance and Quality Control of the dept

• Provide secretarial support to HOD of Quality Control

• Consolidating dept Annual & Medical Leaves

• Arrangement of travel bookings & hotel accommodation

• Preparing correspondences, emails & daily inspection reports

• Issue Quotation, PO and Invoices

• Updating of Inspection Reports into Access database Reasons for leaving: End of 2 years project.

Junior Secretary

JIABIN SERVICES PTE LTD Jan 1999 – Feb 2000

• Provide secretarial & Administration Support to the Managing Director and staff

• Handling phone calls, screen call & customer enquiries

• Consolidating staffs annual & medical leaves

• Preparing Correspondences and Emails

• Handling incoming & outgoing mails and courier

• Arrange for MD’s appointment and update Event Calendar

• Updating Customer Database

• Liaise with customers and vendors on enquiries

• Purchase of stationery, office equipments and pantry items

• Issue Quotation, PO and Invoices

• In charge of Accounts Payable and Accounts Receivable Payment and preparing petty cash claims

Reasons for leaving: For career advancement and higher remuneration. Page 8 of 9

Legal Clerk Cum Secretary

M/S DAISY CHUA & CO June 1997 – Dec 1998

• Assisting lawyer in administrative & secretarial support

• Handling phone calls, screen call & customer enquiries

• Filing documents in court

• Preparing legal documentation and correspondence

• Handling incoming & outgoing mails and courier

• Purchase of stationery, office equipment and pantry items

• Issue Quotation, PO and Invoices

• In charge of Accounts Payable and Accounts Receivable payment and prepare petty cash claims

Reasons for leaving: For career advancement.

EDUCATIONAL ACHIEVEMENT

2017 Professional Diploma In Human Resources

SNEF

2010-2011 Diploma in International Business

Management Development Institute of Singapore

Southern Cross University – Australia

2000 – 2001 Private Secretary Diploma

Specialist Secretarial Training Centre

1992 – 1996 G.C.E. Ordinary Level

North View Secondary School

COMPUTER LITERACY

Microsoft Office Skills: MS Word, Excel, PowerPoint, Outlook Other Skills: SAP, MAPICS (processing orders)

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TRAINING & COURSES ATTENDED

- Telephone Etiquette and Manners

- Import & Export Procedures & Documentation – BMC Academy

- Writing Effective Business Correspondence

- Colour of Conversation

- 7 Habits of Highly Effective People

- Mind mapping made easy

- Great Service Begins with me

- Achieving a Leading Image

- Word Power Works

- Edward de Bono’s Six Hats

- Powerful listening from the Inside out

- Art of Masterful Communication using NLP

- Fire Safety Education & Fire Warden Training - 2009

- Workplace First Aid Course – 2011

2015 – 2017

- How to Interpret & Apply Employment Act – SHRI

- Secrets of Written Persuasion – SNEF

- Voice & Speech Confidence – Act of Voice

REFERENCE CONTACT & TESTIMONIAL AVAILABLE UPON REQUEST



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