MAIN PURPOSE Reporting to the Workplace Engagement Manager, the Workplace Engagement Executive is a member of the Shiseido Workplace Engagement Team (WPE) and is instrumental in supporting the Administrative and Secretarial Support for Shiseido Asia Pacific’s Executive Committee members, daily office administration operations, front desk and hospitality services. The incumbent plays a role in providing an environment where effective administration, good organisational and planning support is done efficiently and effectively. The incumbent will also be supporting Workplace Engagement initiatives for the Singapore and Malaysia offices. KEY RESPONSIBILITIES Administrative and Secretarial Support <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Provide administrative and organization support service to assigned Executive Committee members. </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Enhance effectiveness by providing information management support</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Plan, organize and management appointments and meeting schedules </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">travel plans. </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Raise purchase orders and invoices in a timely manner</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Arrange delivery of items/goods for the division</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Act as a resource for employees seeking guidance on engagement-related activities</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Plan and coordinate business travel arrangements for assigned Executive Committee members. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Liaise with travel vendors and agencies to secure bookings in accordance with company policies and budget guidelines. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Ensure timely communication of travel arrangements to assigned Executive Committee member. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Manage travel-related budgets and expenses, ensuring cost efficiency and compliance with corporate guidelines. </li> <li style="margin:0.0in 0.0in 8.0pt 0.0px;line-height:107%;font-size:12.0pt;font-family:'Times New Roman', serif">Anticipate and resolve travel-related issues, ensuring a smooth and seamless experience for assigned Executive Committee member</li> </ul> Workplace Engagement <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Support the planning and execution of workplace engagement initiatives that promote a positive culture and strengthen a sense of belonging across three business entities in Singapore and Malaysia. </li> </ul> <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Partner with HR counterparts in Malaysia to co-develop and deliver executive engagement, wellness, and culture-building activities. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Co-lead workplace engagement initiatives for the Malaysia office in collaboration with the Workplace Engagement Manager. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Monitor and track engagement budgets for both Singapore and Malaysia and propose cost optimisation strategies that maintain or enhance the overall workplace experience. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Collect, analyse, and communicate employee feedback to continuously improve engagement initiatives. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Track and evaluate engagement metrics, identify trends, and provide insights and reports to the Workplace Engagement Manager. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Oversee administrative aspects of employee onboarding and offboarding, including office tours, workplace engagement induction, and preparation of welcome kits. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Draft and disseminate internal communications to promote engagement programmes and enhance transparency. </li> <li style="margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Communicate effectively on workplace matters and events and support the preparation and presentation of proposals to key stakeholders.</li> </ul> Facilities Management <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Coordinate with vendors and building management on building maintenance and housekeeping services as needed </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Conduct periodical inspection on common area equipment to ensure good operating condition </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Be the liaison between FM service provider on their KPIs </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Perform other ad-hoc general administrative duties or related duties as assigned </li> </ul> Reception and Hospitality Service <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Ensure service excellence for all guests and ensuring that the team adhere to the omotenashi spirit </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Manage the team fronting the reception and facilities </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Assist and execute onboarding and offboarding process for hires </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Access card management </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Office space and lockers plan maintenance and management</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Source and manage pantry inventory with reputable vendors and ensure that the vendors adhere to our purchasing policy and company values. </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Attend to employees’ queries and feedback </li> </ul> Other Responsibilities: <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Act as the backup for the Workplace Engagement Manager, stepping in to lead and update the Human Resources Leadership team </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Serves as a liaison between the WPE team and other departments, ensuring clear communication and alignment. </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Represent the team and collaborate with cross-functional teams on employee events and engagement initiatives </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Identify areas of improvement, initiate brainstorming within the team, and recommend actionable</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Ensure timely responses and actions to address employee concerns or suggestions</li> </ul> REQUIREMENTS <ul style="margin-bottom:0.0in;margin-top:0.0px"> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Minimum 3 years administrative experience or relevant degree qualification</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Strong interpersonal and communication skills (written and verbal)</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">High level of accuracy in literacy and numeracy</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Discreet and able to maintain confidentiality</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Meticulous and pays high attention to detail</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Motivated and positive individual who can work independently on assigned responsibilities </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Ability to articulate ideas, propose changes in processes and ways of working</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Strong time management skills</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Strong customer service and relationship building skills, strong team player</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Demonstrates leadership and coaching abilities for junior team members with positive attitude and learning mindset</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Resilient, adaptable and resourceful. Ability to multi-task and deliver results in a dynamic and fast-paced environment</li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Analytical and problem-solving skills, adaptability and conflict resolution </li> <li style="text-align:justify;margin:0.0in 0.0in 0.0in 0.0px;font-size:12.0pt;font-family:'Times New Roman', serif">Good knowledge of Microsoft Suite applications – Outlook, Teams, MS Word, PowerPoint and Excel – and Canva</li> </ul> Shiseido Asia Pacific and Shiseido Singapore have once again been awarded the Great Place To Work Certification™ by Great Place To Work®, the global authority on workplace culture and employee experience.

Workplace Engagement Executive (Secretarial Support) (Singapore, 01, SG) @ Shiseido

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