Administrative Executive

About the role

We are seeking an experienced Administrative Executive to join our team at Koehler Pharmaceuticals Asia Pte Ltd in the Bishan Central Region. This full-time position will play a vital role in supporting the smooth day-to-day operations of our organisation.

What you will be doing:

1. General Administrative Support (80%)

• Office Management: Oversee office operations to ensure an efficient working environment, including supply management, coordinating maintenance, and liaising with vendors.
• Documentation: Manage and maintain filing systems (both electronic and physical) for easy retrieval of information.
• Meeting Coordination: Organize internal and external meetings, prepare meeting materials, and coordinate logistical details.
• Minute Taking: Attend meetings, take clear and accurate minutes, and distribute them to relevant stakeholders promptly. Follow up on action items to ensure completion.
• Travel & Logistics: Arrange travel, accommodation, and itineraries for employees or visitors as needed.
• Correspondence: Handle incoming and outgoing communications such as emails, letters, and packages. Respond to routine inquiries and escalate urgent matters as necessary.
• Event Support: Assist in organizing company events, meetings, and team-building activities.
• Data Management: Maintain databases, spreadsheets, and internal tracking systems to ensure up-to-date and accurate data entry.

1. Secretary to the General Manager (20%)

• Calendar Management: Proactively manage the GM’s calendar by scheduling appointments, meetings, and engagements, ensuring no scheduling conflicts.
• Confidential Support: Handle sensitive information and maintain confidentiality in all communications related to the GM's office.
• Report Preparation: Assist in preparing reports, presentations, and documents for the GM’s meetings and engagements.
• Communication Liaison: Act as a point of contact between the GM and internal/external stakeholders, screening calls and managing requests efficiently.
• Meeting Coordination for GM: Arrange and prioritize meetings for the GM, including preparing agendas, coordinating logistical details, and taking minutes during GM-led meetings.
• Task Management: Assist the GM with follow-up tasks and ensure timely completion of action items from meetings and interactions.

• Proven experience in an administrative or office support role, preferably within the pharmaceutical or healthcare industry
• Strong organisational and time management skills, with the ability to prioritise tasks and work under pressure
• Excellent communication and interpersonal skills, with a professional and customer-oriented approach
• Proficient in using Microsoft Office suite, with the ability to quickly learn new software and systems
• A proactive and detail-oriented mindset, with a keen eye for accuracy
• Adaptability and the willingness to take on a variety of tasks as needed

About us

Our dynamic team of professionals is dedicated to driving innovation and delivering exceptional results for our clients.

Apply now