Job Description

The Career Potential

Ortho Clinical Diagnostics is committed to improving and saving lives with diagnostics. To do this we hire people who share this dream and are ready for new adventures. As a valued team member, you will carve your own career path and be part of building this company stronger and better than ever before. There is no limit to the experiences, opportunities and new directions you will have access to here at Ortho Clinical Diagnostics. More importantly, you will be driving the surge of a whole new direction in important medicine. That's something we can all take pride in as we take this journey together.

Ortho is known in the industry as a leader in customer service and support. Deeply understanding and exceeding the needs of our clinical lab, hospital and blood bank customers is what we do. It's who we are. If you join Ortho, no matter what your role, you will be expected to keep that Customer Excellence focus in your work.

Position Summary

Manage Vice President's calendar, meeting, documentation, conference, etc. Handle Admin and Office Management for Singapore and India office.

Major Duties & Responsibilities

• Assistant to Vice President, ASPAC (based at Singapore)
• Manage and maintain VP calendar and schedules, including scheduling travel and conferences, making appointments and making changes on appointments
• Arrange for all travel logistics (flights, hotels, transport & etc.)
• Prepare and submit expenses claim (concur) and any other claims (including medical)
• Documentation of confidential records
• Coordinate of correspondence (internal and external) ensuring prompt response and follow up, and manage communication flow on a timely basis
• Organize meetings for ASPAC Leadership Team, regional trainings and key functional meetings, including meeting logistics and catering, minutes taking and set up of meeting room.
• Support regional communication efforts including internal quarterly and ad hoc communications, external communication with customers and stakeholders to promote Ortho brand, and building/maintaining the new internal communication website

Admin & Office Management

• Support in organizing and coordinating events/meetings including meeting logistics and catering, conference/meeting room booking, guest arrival and hotel arrangements, meeting material
• Travel coordination for flight management, accommodation, visas when the leadership team has issues
• Organize files, manage relevant data, and maintain accurate department records (e.g. budget and major events)
• Manage office supplies, including business card printing, employee badge printing, stationeries, snacks and beverages
• Update employee internal contact list and email distribution list
• Receiving & greeting visitors and determining access to appropriate parties
• Supervise mail delivery system and processes
• Support in staff welfare such as ordering and arranging of fruit basket, wreath etc.
• Set up and manage vendor & service provider contracts and relationships
• Work with property/building management & maintenance to ensure office safety and communicate information to staff
• Liaise with building management and relevant vendors on mechanical and electrical faults
• Act as point of contact for building management
• Ensure continued maintenance contracts for services for the office including, but not limited to HVAC, cleaning, and plant maintenance
• Manage office security (door access, building ID cards, etc)

Qualifications

Minimum Education or Equivalent Experience Required/Preferred

• Bachelor Diploma in Business, communication, or equivalent
• Minimum of three (3) years of experience in a similar capacity especially in executive assistance
• Computer literate; must be very good at Microsoft (e.g. Outlook, Word, Excel and PowerPoint)

Minimum Years of Related Knowledge, Skills and Abilities Required/Preferred

• Fluent English speaking, writing, and reading
• Ability to work independently and under stress
• Good communication and interpersonal skills
• Ability to work and interact across functional groups.
• Good written and verbal communications skills

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