Executive Assistant Office Manager

LISA ANG

+** **** **** • **********@*****.***.** • Singaporean

https://www.linkedin.com/in/lisa-ang-executiveassistant/ EXECUTIVE SUMMARY

• Results-driven Executive Assistant & Office Manager with >20 years’ experience in supporting C-suite and senior-level executives with secretarial and administrative support as well as office operations across diverse industries including FMCG, pharmaceuticals, personal care, and banking on a global level.

• Agile problem solver with deep expertise in time management, calendar management, event organization, travel coordination, and project management. Proven experience in leading and managing confidential projects from inception to completion, including acquisitions and HR-related performance and employee welfare initiatives.

• Effective communicator adept at building and retaining fruitful business relationships with stakeholders across levels, cultures, and geographies, with a robust track record in working with high-performing, cross-functional teams, implementing systematic processes that result in sustainable business growth, and achieving organizational KPIs. Achievements include:

• Led office renovation project with SGD80K budget to enhance workspace functionality and aesthetics; saved SGD20K through cost-cutting measures, with renovation resulting in a 30% increase in employee satisfaction – Ipsen Pharma

• Achieved an 80% response rate in pre-event surveys for quarterly town halls, and gathered post-event feedback with a 90% completion rate. Managed agenda setting to elicit interest and employee engagement – Ipsen Pharma AREAS OF EXPERTISE

• C-Suite Complex Calendar

Management

• Workplace Experience Strategy

(Front & Back of House)

• Stakeholder Engagement &

Communications

• Office Operations & Facilities

Leadership

• Regional Team & Vendor

Management (SG, MY, TH, ID &

TW)

• Office Fit-Out, Renovation,

Relocation

• Environmental Health & Safety

(EHS)

• Budget Planning & Cost

Optimization

• Space, Occupancy & Office

Planning

• Event & Hospitality Management

• Risk Management & Business

Continuity

PROFESSIONAL HISTORY

EXECUTIVE ASSISTANT & OPERATIONS LEAD TO HEAD OF APAC AND LEADERSHIP TEAM MAY 2023 – AUG 2024 IPSEN PHARMA SINGAPORE PTE LTD

(A global biopharmaceutical group offering specialty care and consumer healthcare, operating in >115 countries and EUR2.6B annual revenue.)

• Streamlined the Head of APAC’s calendar, resolving scheduling conflicts and boosting operational efficiency.

• Upheld strict confidentiality across all communications and documentation in line with company protocols.

• Facilitated all visitor logistics, from hotel bookings to meeting room reservations, maintaining a professional and organized office environment.

• Crafted and distributed communications on behalf of Head of APAC, enhancing engagement and developing a platform for news sharing amongst 300 employees.

• Organised events such as quarterly town halls, monthly leadership meetings, workshops, and team-building initiatives, with tasks such as agenda setting, materials preparation, and logistics.

• Handled operational tasks, including purchase orders, invoice processing, IT equipment and stationery requisitions office maintenance, and pantry supplies.

• Established partnerships with 10 vendors and service providers, comprising contracting and negotiating terms, invoicing, scheduling and manpower management, and sourcing for new vendors when required.

• Reviewed administrative systems, policies, and procedures to strategize recommendations for operational efficiency.

• Partnered with key stakeholders across APAC such as finance, HR, senior management, and IT teams for various purposes, such as overall coordination, budget management, and other projects and initiatives. Significant Achievements:

• Led office renovation project with SGD80K budget to enhance workspace functionality and aesthetics; subsequently saved SGD20K through cost-cutting measures, with renovation resulting in 30% increase in employee satisfaction.

• Reduced system downtime by 20%, improving IT support by enhancing cybersecurity measures in collaboration with Head of IT, APAC.

• Achieved 80% response rate in pre-event surveys for quarterly town halls, and gathered post-event feedback with 90% completion rate. Managed agenda setting for town hall meetings to elicit interest and employee engagement.

• Boosted daily operational efficiency by 20% through development and refinement of administrative systems and policies, such as digitalizing documents on SharePoint or Teams channel.

• Enhanced travel booking processes for Singapore employees by 30%, playing key role in implementing BCD (travel management system) by enabling employees to book flights and hotels ahead of time and choose best optimal routes.

• Created a Teams channel to boost employee engagement, using diverse media formats to foster interaction, and developed it into a thriving APAC platform.

PERSONAL SABBATICAL (PRIORITISING FAMILY MATTERS) JUNE 2022 – MARCH 2023 EXECUTIVE ASSISTANT TO VICE PRESIDENT, APAC SEP 2019 – MAR 2022 KIMBERLY CLARK PROFESSIONAL

(A global leader in health and hygiene solutions, serving >175 countries with variety of well-loved products, generating >SGD19B annually.)

• Led secretarial and administrative support for Vice President, 3 senior directors (Supply Chain, HR, and Marketing/Customer Experience), while extending additional assistance to 35 office staff.

• Expedited secretarial duties across multiple time zones, including complex calendar management, logistics coordination for >150 meetings, and >40 business trips (e.g. logistics, visas, hotel bookings).

• Key person in charge for business continuity plan (BCP), coordinating rotational staff attendance during COVID-19 pandemic. Sourced for emergency supplies for office and staff needs.

• Handled >200 expense claims for office staff via Concur and >150 purchase orders as well as vendor payments using Ariba, ensuring timely and accurate financial transactions.

• Maintained SharePoint comprising sensitive meeting documents and legal contracts, ensuring data integrity and accessibility.

• Organised >20 events, including monthly leadership team meetings, annual conferences, and monthly team-building activities for up to 300 attendees. Attained unique requirements prior to shortlisting price quotes.

• Key coordinator for ad-hoc support for stationery, employee engagement, confidential projects, leave records, presentations, fire drills, and more.

Significant Achievements:

• Key person in charge for advancing company’s pivot to online space and work from home operating model (e.g. rotational staff attendance, weekly virtual coffee chats), ascertaining employees’ welfare through constant check-ins.

• Achieved 30% lower prices compared to public prices through sound negotiation, securing critical emergency suppliers during COVID-19 pandemic for office and staff needs.

• Captured 5% savings through effective resource allocation efforts, aligning critical resources with key team priorities. EXECUTIVE ASSISTANT TO VICE PRESIDENT OCT 2017 – FEB 2018 ALLERGAN SINGAPORE PTE LTD/ABBVIE

(A top pharmaceutical company focused on medical aesthetics and eye care, with a global presence and combined annual revenue exceeding USD45B.)

• Spearheaded day-to-day secretarial support for VP consisting of calendar management, travel arrangements, claims submissions, reporting, and more, alongside administering ad-hoc assistance for marketing team.

• Coordinated >200 appointments and meetings annually, and screened >300 calls and emails monthly. Documented detailed meeting notes for accurate follow-up and operational continuity.

• Handled >50 expense reports and managed SGD100K budget annually, developing and ascertaining proper filing system for improved financial organization and visibility.

• Analysed >10K data points across spreadsheets and databases to track performance and sales, providing critical insights to VP to support decision-making and strategic planning.

• Assisted marketing team with ad-hoc tasks such as reporting, consolidation of presentation slides, new product launches, coordination of sales meetings, and communications with hospital administration teams. Significant Achievements:

• Revamped internal communication channels and pioneered bi-monthly newsletters to strengthen collaboration across APAC operations, boost morale, and keep internal stakeholders abreast with global operations.

• Reduced travel expenses by ~25%, integrating cost-cutting measures through strategic planning and early bookings.

• Enhanced financial document retrieval speed by 20%, implementing new filing system to strengthen overall organization. EXECUTIVE SECRETARY TO VICE PRESIDENT, GLOBAL SUPPLY CHAIN OCT 2009 – JUL 2017 UNILEVER ASIA PTE LTD

(A consumer goods manufacturer across categories including food, beverages, and personal care, generating >USD60B annually in >190 countries.)

• Administered comprehensive secretarial support to 5 Directors and 25 Managers whilst providing ad-hoc project support across office of 40 staff, overseeing office expenses and budgets.

• Led complex calendar management, travel arrangements, meeting minutes, claims submissions, and documentation to support executive decision-making. Oversaw other responsibilities such as management of SharePoint and office move.

• Organised >50 local and global offline and online meetings, workshops, and events (e.g. product launches) across time zones, including major annual APAC leadership conferences in Bangkok, Kuala Lumpur, and Taipei for >500 pax.

• Enhanced project support for new product launches and confidential projects, managing vendor relations and logistics while adhering to brand guidelines.

• Assisted HR with recruitment, employee engagement, interviews, onboarding, documentation, and team-building activities. Significant Achievements:

• Saved SGD50K annually through prudent event planning and vendor relationship management for annual global senior leadership meetings.

• Reduced travel expenses by 30%, implementing cost-cutting measures through strategic travel planning and bookings made way ahead of scheduled trips. Forecasted expenditures at start of year and ensured alignment of company policies.

• Increased sales growth by 50%, playing key role for new product launches at various supermarkets, driving visibility and market expansion by sharing new product information on social media such as LinkedIn and Instagram. CONFIDENTIAL SECRETARY & OFFICE MANAGERT VARIOUS ROLES JUNE 1997 – JULY 2009 STANDARD CHARTERED BANK

(A leading international banking group with a presence in over 50 markets, offering personal, corporate, and investment banking services, and generating annual revenues exceeding USD14B.)

• Held multiple roles supporting senior leaders in Credit, Risk, and Corporate departments over a decade

• Managed complex calendars, international travel, procurement, training admin, and office operations

• Maintained meticulous filing and documentation systems aligned with audit and compliance requirements

• Organised departmental briefings, internal workshops, and team communication initiatives

• Liaised with internal functions and regional offices to ensure seamless administrative support and stakeholder coordination RELIEF TEACHER (MOE) JUNE 1996 – MAY 1997

MINISTRY OF EDUCATION

• Delivered subject lessons aligned with national curriculum; handled classroom and attendance administration

• Supported fellow educators in school event logistics, materials preparation, and academic reporting PROFESSIONAL CERTIFICATION COURSES TRAINING MEMBERSHIPS Real Estate Salesperson completion course

JLPT 3 (Japanese language proficiency)

EDUCATIONAL QUALIFICATIONS

Diploma: Banking & Finance, Institute of Banking & Finance Diploma: Secretarial Studies & Business Administration, London Chamber of Commerce & Industry, Thames Business School GCE ‘A’ Levels: Commerce, National Junior College

GCE ‘O’ Levels, Raffles Girls’ Secondary School

MISCELLANEOUS INFORMATION

Nationality: Singaporean Citizen

Languages: Fluent in English (Native), Chinese – Mandarin (Native) and Cantonese (Native), Japanese (Professional Working Proficiency), and Korean (Limited Working Proficiency)

Technical Skills: Ariba, SAP, Microsoft Project, Concur, Workday, SharePoint, web conferencing platforms (Zoom, Microsoft Teams, Cisco Webex, Google Meet), Google Workspace, and Microsoft Office Suite (Word, Excel, PowerPoint), MS CoPilot365, ChatGPT, Canva Availability: Immediate

Contact this candidate