Executive Assistant Office
Resume:
Wan Marziah Mohd Rejab (Marz)
OFFICE MANAGER & EXECUTIVE ASSISTANT
*************@*****.***
PROFILE SUMMARY
A self-starter, with extensive experience of Business Operational matters and Including roles in both corporate and start up environment. She has a high level of technical skills covering a range of cross functional operational and project. Her greatest strengths are her ability in managing cross functional operational & lean workforce structure within strict management guidelines. As a high achiever who has successful KPI proven track record of deliverables and exceeding targets, she can be relied upon to cut all unnecessary costs and hit all goals set for her. She is an outstanding individual, eager to deliver excellence at every opportunity, and right now she is looking forward to pursue a rewarding career in Business and General Management where her varied skills can be profitably utilized to achieve corporate objective 1. Earned and received Highest Employee KPI Achievement for 4 Years (2014 – 2017).
Earned multiple increase of authority and responsibility due to consistent high-level performance and improvements.
2. Leadership Foundation Program Astellas Pharma Inc. Japan (June’17 & Nov’17)
Selected for a Talent Pool of 40 participants in Asia Oceania Region 3. Astellas Pharma Malaysia New Office Project (April 2016) – Project Lead
Led design, supervision and budget management of 4,000 sq. ft. office expansion and remodel
Successfully completed overall office setup by deadline.
Reduced budget cost by 13%
4. Policy & SOP Establishment by Affiliates Level, Malaysia – Project Lead
First ever Local SOP completion for all departments under Astellas M’sia. This are subset Policies from Astellas Global Policy & SOP customized to local needs and requirements. 5. Establishment of IT Department and communication structure – Project Lead
Negotiated contracts: successfully reduced controllable expenses by 80% from previous year
Implemented best-practice of IT operations procedures, communication structure between Astellas M’sia and Regional (AOB, SESA) & mitigate potential liabilities 6. Astellas M’sia Official Corporate Events
Efficiently planned special events, including site selection, catering and event itinerary within 90% of allocated budgets
Managed multiple projects simultaneously without once exceeding budgeted costs or allotted time 7. Evaluated cost and helped to trim OP(Operating) Budget by 15% annually
Responsible for decreasing Operating expenses by 15%, from previous year through, implementation of
“MR Allowance Optimization Method” to maximize business expenses cost
§ e.g. Credit Card, Company Mobile, T N Go, Corporate Hotel List (All States) 8. Appointed as the Main Liaison Officer for all company’s main project(s) by Astellas Management 9. Weir Minerals New Office Project (November 2019) – Project Lead
• Led design, supervision and budget management of 3,500 sq. ft. office expansion and remodel
• Successfully completed overall office setup by deadline.
• Managed busy schedules and travel plans of 3+ corporate executives while single handedly leading office movement project.
WORK ACHIEVEMENT
10. Selected for Wier Minerals Talent Advance Skill Learning ( May 2019 )
• Advance Skill Learning Finance for Non- Finance Manager.
Providing wide range of administrative and Executive Assistant support related tasks for :
Managing Director - South East & North Asia (Primary)
Director - Aftermarket, OE & Distributors - Asia
General Manager - Service Asia
Office Management & Administration
• Manage the office environment and overseeing general maintenance of the office
• Manage applicable Central Office Budget lines, including office expenses, supplies, stationery, and entertainment.
• Business travel arrangements for South East & North Asia ( Hotel / Flight / Visa )
• Maintenance and update of database files
• Maintaining Asia Sales Database
• Maintaining Weir Document Library
• Collation Reports for Aftermarket Sales & Support – Asia (Monthly & Weekly) Finance & HR Support
• Support accounts payable processing functions include :
Reconciling Service invoices, expenses report for Director and General Manager
All Payment raised in a timely manner with accounts department
• Responsible for management of Central Office petty cash
• Supporting HR Department in new employee on-board report duty process preparation Other Support
• Provide event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.
• Support other functional areas and members of the organization’s leadership team with special projects as needed. Astellas Pharma Malaysia Sdn Bhd Jul 2014 – Sept 2018 Senior Executive Operation Management (4 Years)
Kuala Lumpur, Malaysia
Driving operational improvements, maximizing the value of the asset base while ensuring a tight control on operational costs. Responsible for monitoring and continually improving standards of performance and quality within the operations. Duties:
Administration Management
Plan, organize, implement, manage and oversee the activities of all administrative functions supporting the stakeholders and management in integrating business processes throughout the organization.
Plan and develop operational changes, policies, and procedures to increase organizational effectiveness and meet the overall operational requirements.
Hire, train, coach, supervise, schedule, evaluate, and management of assigned employees for department (Contract Staff – Driver, Cleaner, Admin Support)
Monitor & manage costs as well as expenses optimization for operation to assist in budget preparation Procurement Management
Managing the procurement process of inventory, purchasing as well as supplies for office supply & services. Budgeting, controlling costs and keeping the organization on track financially and minimize operational costs.
Managing contract and price negotiations with vendors, service providers and office lease. To ensure the best price available from the negotiation
Implement the decisions of the procurement, tender and disposal committees, including coordinating all activities of these committees
Building and maintaining strong and effective relationships with suppliers and customers. Providing secretarial and administration support to the Managing Director - South East & North Asia and assist in the development of agreed strategic and business objectives. This position will also be responsible for overseeing Office Management, ensuring that office operations run smoothly. Executive Assistant
WORK EXPERIENCE
Oct 2018 - Apr 2020
Weir Minerals Malaysia
(C/o Linatex Rubber Product Malaysia S/B)
Office Manager & Executive Assistant to Managing Director South East and North Asia
Kuala Lumpur, Malaysia
Administer of IT support and Communications System for Astellas Malaysia
Act as the point of contact for internal and external coordination for IT communication alignment between all IT stakeholder; Regional, Region and External IT Vendor (AOB IT, SESA IT, IT Helpdesk Support)
Oversees network administration, manages phone system and evaluates information systems.
Input, testing, implementation and adoption of operational IT solutions
Responsible for the Company’s IT resources, maintaining and reviewing the most appropriate and efficient systems.
Managing Malaysia, IT departmental budget and tracks spending on equipment and IT Supply and Services Corporate Communications Affairs
Responsible in the planning and execution of company events, including outdoor events (e.g. Annual Kick off Meeting, Team Building, any related events) Internal and External events.
Monitor & manage costs as well as expenses optimization for corporate events Internal & External Project Management Internal (Special Project Task)
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results
Perform review and analysis of special projects and keep the management properly informed.
Responsible to manage the project costs within the approved budget and deliver the expected Dataware Sdn Bhd (co. CMG Holdings Sdn Bhd) Jun 2011 - Jul 2014 Project Secretary for PMO’s Office (3 years)
Selangor, Malaysia
Duties:
Serves as secretary to Project Manager and admin support to the project team to ensure the smooth running of the PMOs project operations
Updated project-specific certified report and movement logs, compiled monthly progress reports, created and maintained project files.
Develop and maintain document control processes for the efficient management. Ensured that deliveries were verified and checked.
Coordinators for business travel arrangements inclusive of air-ticket, hotel accommodation, visa arrangements, claims etc. for Project Team and Government Representatives (MoH)
Serves as a liaison officer to liaise with the government (MoH) on confidential document control.
Handled project team expenditure claims and invoices process for expense report submission to Government (MoH)
Undertake any ad-hoc admin projects/duties, event coordination as required Jan 2007 - May 2011 (4 year 4 months)
Energizer Malaysia Sdn. Bhd.
Kuala Lumpur, Malaysia
Commercial Coordinator Cum Executive Assistant
Oct 2009 - May 2011 (1 year 7 months)
Providing commercial support to the Commercial team and assist the Commercial Director with commercial planning, contractual issues, project planning, programmed management, systems compliance, change management, risk management, invoicing and payment, supply chain management, financial management and project communication. Duties:
Assistance for Commercial Team in Implementing marketing and advertising campaigns planning (e.g. assembling and analyzing sales forecasts, preparing strategies & plans for promotional presentations, updating yearly calendars)
Tracks product line sales and costs by analyzing and entering sales, expense, and new business data.
Prepares marketing reports by collecting, analyzing, and summarizing sales data.
Keeps promotional materials ready by coordinating requirements with graphics department; inventorying stock; placing orders; verifying receipt.
Supports sales staff by providing sales data, market trends, forecasts, account analyses, new product information; replaying customer services requests.
Researches competitive products by identifying and evaluating product characteristics, market share, pricing, and advertising; maintaining research databases.
Plans meetings and trade shows by identifying, assembling, and coordinating requirements; establishing contacts; developing schedules and assignments; coordinating mailing lists.
Monitors budgets by comparing and analyzing actual results with plans and forecasts.
Administrator for Marketing Share Point, to monitor & update marketing website/share folder.
In charge on liaising with government agencies on documentation for company (SIRIM Certification)
Assisting in all secretarial and administration task for Commercial Director as when required IT System Operational Support
HR Assistant cum Receptionist Jan 2007 - Oct 2009 (2 years 9 months) Duties:
• Provide full secretarial duty for HR manager and daily administra on opera on of the HR department
• Assistance in recruiting and staffing document processes (e.g.: temp/contract staff renewable contract, salary, new recruitment)
• Undertake duty as Customer Service Officer, for product complaint and product replacement.
• General assistance to finance department task in compensati n and benefits administra on and record keeping (e.g.: company vehicle, company insurance, Housing Loan (MRTA) - *Mortgage Reducing Term Assurance,
• Serves as company recep onist for managing inbound and outbound call
• Assist the Marke ng Dept. in ordering, keeping the stock and monitoring in and out stock from marke ng store
• maintaining employee files and the HR filing system (e.g. employee safety, welfare, wellness, and health repor ng; and employee services)
Jun 2005 - Dec 2006
(1 year 6 months)
Jan 2004 - May 2005
(1 year 4 months)
Nov 2002 - Dec 2003
Sunburst communica on Sdn Bhd Selangor, Malaysia Secretary cum Administrative Assistant
Blooms of Eden Sdn Bhd Selangor, Malaysia
Front Desk Executive
Mediawork Publicati n Selangor, Malaysia
Administration cum editorial assistant (1 year 1 month) EDUCATION
InstitutLatihan Perindustrian Kangar, Perlis Malaysia Professional Certi cate in Engineering (Mechatronic/Electromechanical) Major Mechanical Electronic
Grade Grade B/2nd Class Upper
I. Bachelor's Degree in Business Administration with Honors (3 Years) II. Master of Business Administration
2013 – 2015
(2 Years)
Jan 2001 – Dec
2002 (2 Years)
TECHNICAL SKILL
1. Office Relocation Project Skill
2. HR Management
• recrui ng and staffing;
• Employee Payroll
• organiza onal departmental planning;
• performance management and improvement systems;
• employment and compliance with regulatory concerns regarding employees;
• employee onboarding, development, needs assessment, and training;
• compensation and benefits administra on;
• employee safety, welfare, wellness, and health;
3. Project Management (PMP)
4. IT Operational Management
5. Policy & Procedure writing
• policy development and documentat ion
REFERENCES: Available on request.
University Technology Mara, Malaysia
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