• Team Secretary (6 months to permanent)

    Requisition ID
    Job Family
    Administration (AD)
  • Responsibilities


    Job Title:

    Team Secretary (6 months contract to permanent role)


    Position Location:



    Business Unit:






    Primary Function

    The Team Secretary will have to effectively manage schedules and calendars of reporting manager and specific members of the team. He/She is expected to provide full spectrum of secretarial and administrative support for the Regional Specialties business, which includes setting up of meetings and tracking of meeting agendas.





    Reports To:

    VP of Specialties and Strategy, Asia Pacific











    Key Deliverables

    Critical Deliverables






    • Provide comprehensive secretarial and administrative support to the Specialties & Strategy, Go-To-Market (GTM – Marketing and Technical), Sales and Supply Chain teams, duties including but not limited to:
    • manage daily schedule and calendar for the teams
    • take ownership of all travel arrangements for the teams, including itinerary management; visa application; generating expenses claims and managing correspondences with overseas offices
    • organize and co-ordinate meetings and video / audio tele-conferences
    • assist to prepare documents, reports and presentation slides
    • set-up and maintain filing system
    • handle incoming mail and other materials
    • any other duties as assigned by the supervisors



    Agility and  Innovation

    •  Responsible for the administrative functions of the teams, duties including but not limited to:
    • procurement of standard consumables including consolidating orders from respective departments, obtaining quotations, preparing PRs, ensuring timely delivery and distribution, etc
    • renew AV registration (annually) and lab equipment licences
    • housekeep and maintain the J drive, technical information CDs library and equipment brochure library
    • manage database(s)
    • Manage APAC enquiries e-mail account
    • Maintain magazine subscriptions
    • Handle manual cheque requests
    • Support reception counter as and when required




    and People

    ·         Facilitate system set-up for new hires

    ·         Manage Regional internal and external meetings (including trainings)

    ·         Team engagement through team bonding events on ad hoc basis

    ·         Co-ordinate travel arrangements / logistics for overseas executives

    ·         Provide support to company in assisting major events

    ·         Participate actively in safety programs / activities on-site

    ·         Continuously provide suggestions to upgrade safety awareness in the company






    Knowledge, Skills,

    and Requirements:

    ·         Bachelors degree holder or with equivalent practical experience

    ·         Minimum 3 – 4 years working with senior management

    ·         Able to handle confidential and sensitive information

    ·         Excellent communication skill and able to interact with staff at all levels

    ·         Resourceful and analytical with initiative to improve processes

    ·         Self-confident, able to work with minimal supervision

    ·         Fluency in English language; proficiency in Chinese is a plus.

    ·         Knowledgeable in Outlook, and Microsoft applications, previous experience with using Concur will be advantageous 



    Desired behavior, 

    personal attributes (Leader Imperatives

    And  Competencies)

    ·         Drive for results and improvement

    ·         Individual drive for success

    ·         Can work under pressure

    ·         Initiative

    ·         Perseverance






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