Executive Assistant

**Job Summary**
- As an Executive Assistant and member of EAS, the individual provides administrative support services to senior leadership member(s) (also known as Service Recipient) on a hybrid working model under flexible arrangements.
- The role holder enjoys the benefits of working flexibly from registered residences (in approved jurisdictions) and/or in the office with fellow team members. This is realised and managed through team roster primarily comprising of Work in Office (“WIO”), Work from Home (“WFH”) and planned leaves, as fulfilment of the Future Workplace, Now (“FWN”) employment agreement
- Other Responsibilities
- Taking responsibility and accountability for quality outcomes.
- Prioritise flexibly and take initiative to deliver with tight deadlines.
- Collaborate internally with other EAs and Leads in organising events.
- Ensure to utilise the cost allocated effectively and work within the budget allocated by the Unit Head for organising events.
- Prepare Newsletters for EAS in liaison with Leads.
- Collaborating for employee volunteering activities and track volunteering on a half-yearly basis
- Effective maintenance of EAS spaces.
- Work closely with Rewards and Recognition ("R&R"), and Learning academy ("L&A") teams to feature nominations during engagement sessions.
- Improve internal comms by ensuring employees get the right information at the right time
- Other Responsibilities
- Embed Here for good and Group’s brand and values in Executive Assistant Services and during the interaction with Service Recipient’s team(s) or business unit(s)
- Perform other responsibilities assigned under Group, Country, Business or Functional policies and procedures
- EAS Learning Academy
- Develop and implement learning strategies and programmes that are aligned to EAS function. Co-ordinate with organisation's Learning & Development (L&D) teams whenever required to ensure that latest learnings that are aligned to EAS function are included as part of mandatory EAS learnings.
- Create learning materials and ensure that user manual is reviewed on half-yearly basis to incorporate changes or updates in processes.
- Implement training sessions in different forms such as classroom training, virtual training, e-learning.
- Advance planning of learning sessions.
- Track completion status of assigned e-learnings.
- Track attendance during classroom training and virtual training and publishing the same on a timely basis.
- Work closely with EAS Catalysts to organise learning sessions.
- Work closely with other Leads to ensure learning needs for the team are aligned and updated.
- Ensure that the trainers undergo the "Train the Trainer" programme.
- Ensure that learning events are planned within the allocated cost.

**EAS Catalyst**
- Effective and timely communication along with collaboration
- Quality and timely execution of initiatives including post event communications.
- EAS Catalysts calendar to be prepared well in advance and relevant internal approvals to be sought.
- Taking responsibility and accountability for quality outcomes.
- Key Responsibilities

**Administrative support**
- Responsible for ensuring adequate office support and not limited to ensuring adequate supplies of business cards, arranging software, hardware, stationeries, tools and corporate devices and accessories.
- Provides management information system reports as required
- Create and/or amend presentations in line with the Group’s style
- Raise service requests (“SRM”) for technology-related services
- Assist with SharePoint file system administration (including file management, access, and technical issues)
- Create content and update the team's internal website (such as SharePoint or Pulse) by uploading articles, feature writings, proofreading, and formatting in line with the Group’s style
- Undertake adhoc assignments or mini projects/initiatives - project manage appropriately to ensure deliverables are as per target timeline, with regular progress updates to stakeholders or accountable executive.
- Key Responsibilities

**Vendor services requisition**
- Raise eProcurement (invoices and purchase orders) for the requisition of vendor services
- Ensure receipt of service is complete and payment duly submitted in a timely manner
- For new-to-Group vendors, ensure the supplier has been onboarded in line with the Supply Chain Management (“SCM”) Third-Party Risk Management (“TPRM”) framework, policy and guidelines - no vendor services are to be made via personal arrangements and claims via T&E
- For requisition of services and if required to do so, engage respective vendors to provide quotations

**Assist with recruitment and onboarding support**
- On behalf of the Service Recipient, work with Talent Acquisition (“TA”) to coordinate arrangements - raise job requisition (“JR”), compile resumes, arrange interviews, update progress tracker and finalise/close JR with TA
- Arrange recruitment huddle with hiring managers for screening, progress up