Executive Assistant

Barilla Singapore seeks to recruit the next Executive Assistant supporting the President of Region APAC. The individual will directly report to the President of Region APAC. The position is based in Singapore.

Job Purpose

Play a critical role in supporting the President of Region APAC in day-to-day operations, facilitating coordination and effective communication throughout the organization. The position is also responsible to provide administrative support to the office located in Singapore - the Regional Head Quarter.

Key Accountabilities

• Executive support to President Region APAC: Serve as the primary contact for internal and external parties on all matters pertaining to the President of Region APAC.
• Plan, coordinate and ensure the President's schedule is followed and respected.
• Coordinate internal and external meetings, ensuring all logistics and materials are in place for seamless execution.
• Prepare and edit correspondence, reports, presentations, and other documents as required.
• Act as a liaison between the President, the leadership team, staff, and external partners, maintaining professionalism and confidentiality at all times.
• Manage and prioritize incoming communications, directing inquiries as appropriate and proactively addressing routine issues.
• Proactively assist with event planning and organization, from regional team meetings and off-sites to company-wide events, ensuring all logistics and materials are in place for seamless execution.
• Support project management activities, including tracking deadlines, preparing updates, and coordinating resources as required.
• Manage arrangements for overseas travels and itineraries such as flight booking, hotel accommodation, local transportation, visa applications.
• Tracks spending against the available budget.
• Uphold the highest standards of discretion, integrity, and confidentiality in all aspects of the role.

Administrative Support To The Regional Head Quarter

• Ensure high-level of administrative support to the Regional Office as required.
• Support to create great first impressions and welcoming experience for all newcomer employees and visitors who step foot into Regional Office.
• Support Human Resources in managing the engagement roadmap for the employees based in Singapore and in general APAC staff, planning and organizing office events to enhance employee's sense of belonging and commitment, ensuring the coordination and smooth execution of these events (eg. Social & Recreation Committee events, D&I activities, Townhalls, celebratory events, festive events, etc.).
• Coordinate the activities related the regional engagement platform called ShAAAre.

Requirements

• Minimum 5 years of experience in similar roles
• Demonstrated experience working within matrix organizations, engaging with diverse stakeholders and collaborating effectively with C-level executives.
• Self-motivation, a high degree of enthusiasm, and a commitment to ongoing learning.
• Proactivity, sense of urgency, and positive, solution-oriented attitude.
• Exceptional attention to detail, along with proven skills in planning, organization, and time management. Ability to anticipate potential challenges and resolve issues effectively.
• Solid team player with excellent interpersonal skills and thriving in a collaborative environment.
• Ability to manage multiple tasks and prioritize responsibilities efficiently.
• Solid written and verbal communication skills, as the ability to engage professionally with a diverse range of internal and external stakeholders.
• Proficiency in office productivity tools (Microsoft Office Suite, virtual meeting platforms, etc.).
• Bachelor's degree or equivalent degree is preferred.
• Fluency in English is required to communicate with stakeholders
• Fluency in Mandarin is required to liaise with Mandarin-speaking stakeholders.

Other Information

• Work rights to operate in Singapore
• Start date: asap

Barilla is committed to creating an inclusive and equitable workplace where diversity in all its forms is valued and embraced. Our employment policies and practices are designed to ensure equal employment opportunities for all, regardless of age, race, color, citizenship, faith, religion, creed, gender, sex, pregnancy, gender identity or characteristics of expression, sexual orientation, marital status, genetic information, medical condition, protected veteran status, disability, or any other characteristic protected by law. Our commitment to equal employment stems from our unwavering belief that it is not only the right thing to do, but it is also a fundamental driver of innovation and business success.

Seniority level

• Mid-Senior level

Employment type

• Full-time

Job function

• Business Development and Sales

Industries

• Construction

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