Executive Assistant

WINNIE GOH

EXECUTIVE ASSISTANT

***A, Jurong West Street 61, #02-380, S (641652)

M: (65) 9387 1535 E: ac6g65@r.postjobfree.com Singapore PR

SUMMARY

A dedicated and reliable Executive Assistant with versatile office administrative skill set developed through diverse past experiences. In her last employment, she is responsible for office maintenance, managing service level agreements, contracts administration and business continuity planning. Result-driven and cost-efficient, excel at resolving employer challenges with innovative solutions, systems and process improvements that increase effectiveness, efficiency, stakeholders’ satisfaction and the bottom line.

As a concise communicator, she efficiently communicates with building management, service vendors and colleagues. She is exceptionally organized, practical and resourceful when faced with problems. She has the ability to manage crises positively and to prioritize/balancing multiple tasks.

She is now looking to take on fresh challenges with a successful and dynamic company that has a culture of respect and value its employee.

AREA OF EXPERTISE

- Office space utilization

- Facilities maintenance

- Planning and scheduling

- Computer proficiency

- Root-cause analysis

- Process workflow improvement

- Executive management support

- Budget planning and control

- Teambuilding & event planning

- Supplies purchase management

ACCOMPLISHMENTS

- Implemented cost reduction and quality improvement initiatives, by streamlining the service vendors, negotiate for better service agreements, and improving inventory supply, which saves the company for at least $80,000 per annum.

- Developed efficiency-enhancement and workflow improvements that made it possible to accommodate increasing responsibilities necessitated by staff reduction.

- Developed and implemented a paperless environment, with online documents approval and shared workplace network data storage.

- Supervised office expansion and downsizing renovation with zero downtime.

- Overhauled the executive filing system by taking out redundant information and making the system more efficient.

PROFESSIONAL EXPERIENCE

OFFICE MANAGER (APR 2014 ~ NOV 2017)

Brunel International S.E.A Pte Ltd

- Managed and directed all aspects associated with office maintenance, security, office furniture and equipment, facilities renovation activities, including planning, cost estimating, budgeting, documentation and contracts negotiation as well as maintenance monitoring.

- Executive Assistant to Regional Director, Global BD Directors and regional managers, by assisting in hectic travel arrangement, video conference meeting coordination across multiple time zones and calendar management.

- Provide feedback, coaching, and guidance to receptionist and admin staff.

- Cultivate closed rapport with building management and property agency, and in-charge of lease renewal negotiation.

- Supervise and manage contractors in office expansion and downsizing renovation projects.

- In charge of office layout plan, workstations set-up, internet and phone cable wiring and in-house storage allocation.

- Negotiate with service vendors for the best deal in service contracts.

- Liaise with the HR team to design and enforce office admin policies, measuring results against the standard and made the necessary adjustments from time to time.

- Worked hand-in-hand with Global IT support to implement Cisco IP phone system and Canon uniFlow system in regional offices with minimal downtime.

- Coordinate fire-drill evacuation exercises and office facility audits for safety compliance, ensuring the office setup meets SCDF health and safety requirements.

Reason for leaving: Company retrenchment

OFFICE ADMINISTRATOR EXECUTIVE (MAR 2012 ~ JAN 2014)

Linde Gas Singapore Pte Ltd

- Responsible for office equipment in site office building and grounds, waste recycle and building maintenance. Ensured all third party contract activities comply with the company's Legal, Health and Safety, Quality Management and Environmental policies.

- Provide executive support to Managing Director and Senior level managers in meetings schedule, comprehensive travel arrangement, monthly expenses submission and minutes write-up.

- Handle company’s private and confidential agreements meticulously.

- Regular office supplies replenishment and equipment maintenance service arrangement.

- Inspect the day-to-day facilities functionality include the mailroom, phone system, switchboard center, pantry areas, car parks and changing rooms, coordinate with technicians to carry out immediate repairs when necessary.

- Manage services such as cleaning, waste disposal, catering, and parking.

- Develop a close working relationship with vendors and evaluate services provided by vendors and suppliers.

- Improved invoice payment time by 90% via tracking through the SAP system and following up with approvers.

- Coordinate with HR for staff onboarding and exiting process, workstation allocation, security passes activation and safety orientation.

- Align and standardize office directories with regional office standard, format and update on a regular basis. e.g., company policies, phone directory, organization chart, and office seating plan.

Reason for leaving: Workplace Location

EXECUTIVE SECRETARY CUM PROPOSAL COORDINATOR

(JUN 2007 ~ JUN 2011)

WorleyParsons Pte Ltd

- Repeatedly promoted during tenure with WorleyParsons, culminated in Executive Secretary with responsibilities for coordinating the department functions with 120 staffs and supervised a team of secretaries.

- Concurrently served as Proposal Coordinator to coordinate, format, compile and deliver bid documents (proposal) for Hydrocarbons projects. Act as the final eyes to proofread the accuracy of the bid documents.

- Provide administrative support for regional managers and location managers that include calendars coordination, hectic travel arrangement, create PowerPoint presentations and meetings minutes write-up.

- Handled diversified project responsibilities; field array of requests from internal/external stakeholders and thrived in a busy environment requiring the ability to prioritize and manage concurrent projects.

- Liaise with Corporate HR on new hires onboarding, workstation allocation, workplace set up and seating plan monthly updates.

- Liaise with Corporate Service Office to manage copiers, faxes, furniture, workstations functionality and the removal of unnecessary furniture or equipment.

- Assigned as Project Secretary for high-priority projects.

- Organized department team building activities and actively involved in corporate events organization.

Reason for leaving: Spend quality time with family.

ADMINISTRATIVE ASSISTANT (AUG 2003 ~ JUN 2007)

Mitsui Elastomers Singapore Pte Ltd

- Serve as the first point of contact for office administration matters.

- Provide administrative support to Plant Manager, HR Manager, QAQC Manager and Operations Manager.

- Provide the full scope of administrative services including but not limited to: incoming & outgoing mails/faxes/phone calls, staffs & visitors’ logistics arrangement and company events coordination.

- Review vendors’ service quality and renew service agreement.

- Responsible for Jurong Island and Petrochemical Complex Singapore (PCS) Security Pass verification and issuance.

Reason for leaving: Career Growth

PROJECT ADMINISTRATIVE ASSISTANT (MAY 2001 ~ FEB 2002)

Ellba Eastern Seraya-2 EPC Project

Project Introduction:

Ellba Eastern has established a world-scale styrene monomer (SM) / propylene oxide (PO) production plant, located in Seraya, Jurong Island. A major EPC construction project has been called out during the year 1999/2000, a joint venture between ABB Lummus Global & Japan JGC has been awarded.

- Quickly became the entrusted assistant known for “can-do” attitude, flexibility and high-quality work.

- Provide timely, courteous and knowledgeable response to information requests, screen and transfer calls and mails distribution.

- Administer department office supplies and equipment functionality.

- Communicate with multiple parties including the client, sub-contractors, and vendors in conjunction with the needs of the respective departments.

Reason for leaving: Project Completion

EDUCATION

Diploma in Business Administration

Tunku Abdul Rahman Universities College, Penang Malaysia

ADDITIONAL SKILLS

Expert in MS Office Suite (Word, Excel, Outlook, PowerPoint and Visio)

Proficiency in Google Apps (Map, Calendar, Contacts, Search)

Proficiency in Lotus Notes, SAP, Adobe Professional and Oracle (as end user)

Trilingual in English, Mandarin and Malay (spoken and written)

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