About WhiteCrow
We are global talent research, insight, and sourcing specialists with offices in the UK, USA, Singapore, Malaysia, Hong Kong, Dubai, and India. Our international reach has helped us to understand and penetrate specialist markets at a global level. In addition to this, our service is also extended to complement our client's in-house talent acquisition teams.
About the client
Our client is a major player in the global spirits industry, with a portfolio of over 50 premium and super premium brands, spreading across Global, Regional and Local priorities. It was founded in 1860 and today is the sixth-largest player worldwide in the premium spirits industry. It has a global distribution reach, trading in over 190 nations around the world with leading positions in Europe and the Americas. Their strategy and aim are to combine organic growth through strong brand building and external growth via selective acquisitions of brands and businesses. The company owns 22 plants worldwide and has its own distribution network in 23 countries and they have employed approximately 4,000 people.
As an Executive Assistant and Administrative Lead, you will be responsible for...
Executive Support:
- Acting as the primary point of contact for internal and external stakeholders on behalf of the MD.
- Managing complex calendars, schedule meetings and appointments.
- Preparing agendas, presentations, and reports for meetings.
- Handling email correspondence and ensure timely responses.
Travel Management:
- Liasoning with travel partner as SPOC for Travel Desk. Ensuring timely wallet top up and accurate record-keeping. Managing Travel partner payment process and vendor management on SAP.
- Arranging and coordinating domestic and international travel accommodations for the executives and others, including flight bookings, hotel accommodations, transportation, and itinerary planning.
- Monitoring travel itineraries, provide updates, and address any last-minute changes or emergencies.
Confidentiality and Discretion:
- Handling sensitive and confidential information with intergrity, discretion and professionalism.
- Maintaining a high level of confidentiality in all aspects of the role.
Compliance:
- Ensuring100% compliance on:
- Vendor onboarding and documentation
- Office safety protocols
- Third-party office staff compliance
- POSH training completion for all employees
- Maintaining accurate compliance records and provide periodic reports.
Vendor Management:
- Overseeing compliant and timely onboarding of vendors.
- Supervising procurement quality assurance in SAP.
- Ensuring adherence to procurement policy from PO to Pay cycle.
- Maintaining accurate records for PO process, approvals, invoices, and agreements.
Budgeting:
- Tracking monthly admin budget and ensure spend efficiency.
- Providing 100% accurate monthly budget forecasting.
- Monitoring expenses and prepare reports for leadership review.
Employee Engagement:
- Leading quarterly and annual R&R programs, including trophy and certificate management.
- Arranging and coordinating office events, meetings, and conferences, including logistics and catering arrangements.
- Organizing annual employee meets and engagement activities.
- Ensuring comprehensive onboarding for new joiners.
Administrative Support & Office Management:
- Overseeing the general administrative functions of the office, handle administrative tasks including drafting correspondence, filing documents, and maintaining organizational systems.
- Overseeing the smooth operation of the corporate office, ensuring office supplies are stocked, equipment is maintained, and facilities are well-organized.
- Ensuring office operations run smoothly, maintaining a clean and well-organized workspace.
- Helping with ad-hoc tasks and projects as directed by the CXOs and corporate employees.
- Serving as a liaison with building management vendor, external vendors, and service providers to address any office-related needs/issues.
- Supervising office pantry and security staff
Communication and Correspondence:
- Acting as the primary point of contact between the CXOs and internal/external stakeholders.
- Handling incoming and outgoing communications, including emails, phone calls, and mail.
- Drafting and proofreading documents, reports, and presentations.
- Drafting and distributing internal and external communications, including announcements and reports for the CXOs
- Coordinating and facilitating effective communication within the office.
What you already have...
- 5 years +
- Global MNC experience is preferred.
- Bachelor's degree in business administration, management, or a related field (preferred).
- Proven experience as both personal assistant and admin lead.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with individuals at all levels.
- Strong attention to detail and accuracy in all work performed.
- Strong organizational and multitasking abilities.
- Arrange and coordinate office events, meetings, and conferences, including logistics and catering arrangements.
- Understanding of 3rd Party Compliances.
