Executive Assistant Information

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Schenker Singapore (Pte) Ltd

Schenker Singapore combines all transport and logistic activities of Deutsche Bahn employing over 91,000 staff spread across about 2,000 locations in about 130 countries, with revenues of about EUR 15.3 billion (2009). Schenker has top rankings in global air and ocean freight market, the most dense land transport network in Europe and the rail competence of the first and largest European rail freight carrier. As one of the world's leading providers of logistics services, Schenker offers compr... Read More

Address	17 Changi South Street 2 Singapore (486129)
Website	www.dbschenker.com.sg
Holding	No Holding Details

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Executive Assistant

1 General Description

This position is responsible to provide primary administrative support by conducting research, managing phone calls, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and managing shared meeting facilities.

2 Specific Accountabilities

Assist Executive Manager to provide advance and diverse administrative and business support to the Managing Director with appropriate discretion and judgment
- Review incoming memos, reports and other documents, determine their criticality, confidentiality, completeness and plan for distribution
- Prepare routine and advanced communication (e.g. Management announcements, memoranda, letters and speeches) and disseminate to various internal and external stakeholders
- Prepare management reports, research and statistical reports, presentation materials, etc.
- Receive and welcome Managing Director’s guests
- Answer incoming calls, respond and/or direct to appropriate persons, ensure prompt and professional handling of all inquiries/complaints/feedback with follow up until eventual closure of case
- Maintain Managing Director’s calendar, schedule appointments and make travel arrangements
- Coordinate internal and external customer meetings, including arrangement of meeting materials, catering and travel arrangements, as needed
- Maintain various inventories managed by MD Office (e.g. office stationery, corporate gifts, pantry supplies)
- Ensure facilities under the care of MD Office (e.g. reception, VIP holding area, meeting rooms) are kept neat and presentable
- Perform end-to-end management for events hosted by the Managing Director (e.g. Year End Customer Networking Dinner, Chinese New Year Gathering, Ministerial Visit, etc)
- Provide support for company events organized by other departments (e.g. Annual Staff Comm, Oktoberfest, Dinner & Dance, etc)
Maintain systematic paper and electronic filing system for easy retrieval and safekeeping of important documents
- Responsible for the maintenance and continual utility of the Contracts Management System
- Compile and keep business related transactions and correspondence confidential
- Update and maintain Business Contacts database
Understand company’s goals and priorities
- Collect and consolidate information to aid Managing Director in making informed decisions
- Work closely with senior management and various business/operation units to meet corporate and customers' needs
- Handle wide variety of complex and confidential situations and resolve conflicts involving the clerical and administrative functions of the office
- Identify opportunities to improve and streamline daily activities, within and across business units, including process and system changes
- Lead, plan and organize responsive and effective organizational support services by undertaking six sigma projects
- Develop, review and update new or existing policies and guidelines involving the clerical and administrative function of the office
- Supervise administrative support staff in the management of admin operations, such as provision of office supplies, internal despatch and reception duties

3 Skills Required

Able to multi-task in a fast-paced, dynamic work environment with minimal supervision
Highly motivated with ability to work independently and at times in a non-structured environment
Appreciate the time-sensitivity and criticality of assigned tasks and ensure completion within prescribed time frame
Detail oriented with very high degree of accuracy
Work efficiently and effectively in a matrix environment with ability to gain cooperation from relevant sources
Resourceful and with strong analytical, interpersonal and communication skills
Possess high level of discretion and integrity as well as diplomacy and professionalism in handling internal and external customers
Advance user of Microsoft Outlook and Microsoft Office suite of products
Customer focused with an excellent command of written and spoken English
Able to communicate in mandarin with ease