CLARE TAN
Summary
Organized and adaptable professional with a strong ability to manage time and meet deadlines. Thrives on overcoming challenges and persistently works towards achieving agreed-upon goals. Clear and concise communication style with a willingness to receive feedback and embrace a culture of continuous improvement. Demonstrates effectiveness both independently and as a team player in an assistant role.
Overview
14
14
years of professional experience
Work History
EXECUTIVE ASSISTANT
CONTINENTAL TYRE PJ (M) SDN BHD
01.2020 - Current
- Manage Managing Director|Market Manager's schedule, business travel, expense claim, and etc.
- Screening through contracts/documents before obtain approval from Managing Director|Market Manager.
- Prepare/Co-ordinate presentation slides required on behalf of Managing Director/Market Manager for meetings and events.
- Organize independently in-house/offsite meeting/event from venue sourcing to post meeting/event arrangement.
- Preparing detailed agenda, meeting minutes, and facilitate meeting/event. E.g., Market Operation Review Meeting, Market Townhall, Senior Management Meeting, and etc.
- Workshop facilitation from design to facilitation. E.g., Process Mapping, Eyeball Diagram, Strategy Meeting, Structure Problem Solving, and etc.
- Certified expert in lean management in admin area. E.g., Physical & Digital 5S, Standard work, PDCA, and etc.
- Project handling. E.g., Company Annual Dinner, Parcel handling Process Set-up, and etc.
- In-charge of office admin processes, purchase order, and budget control.
- In-house visitor arrangement and ad hoc assignment.
EXECUTIVE ASSISTANT
SARTORIUS STEDIM SINGAPORE PTE LTD
03.2017 - 12.2019
- Manage Managing Director/Head of Sales ASIA's calendar including to co-ordinate and preparation of travel documents. E.g., daily schedule, visas, air tickets, accommodations, expenses claim, etc.
- As an authorized person for making minor and/or crucial decision and/or approval on behalf of Managing Director/Head of Sales ASIA.
- Monitoring, checking, and screening through all contracts and documents from different level of organization before seeking approval from Managing Director.
- Attending meetings on behalf during the absence of Managing Director.
- Organize and lead from medium to big scale company annual offsite sales meeting/forum (100-500 pax).
- Organize, schedule and create different types of agendas for meetings.
- Being responsible for company overall diary management and to ensure that there are no important deadlines or meetings will be overlooked.
- Generating and compiling of ASIA monthly sales report and ad hoc sales analytic report.
- Preparation and co-ordination of presentation slides.
- Preparation and distribution of monthly meeting minutes to the relevant departmental personnel.
- Monitoring and to ensure administration department works and/or procedure are well implemented in accordance with the company standard operation procedure.
- Responsible for setting up all different meeting agenda in the office. E.g., room set-up, coffee breaks, logistics, & etc.
- Co-ordinate and responsible on providing all supports to the international guests. E.g., visa application, invitation letter, accommodation arrangement, transportation, restaurant booking, arrange local schedule for visiting & etc.
EXECUTIVE ASSISTANT CUM SALES SUPPORT
SARTORIUS STEDIM SINGAPORE PTE LTD
08.2016 - 02.2017
- Manage calendar and prepare travel documents. E.g., daily schedule, visa, air ticket, accommodation, expense claim, and etc.
- Organize company retreat trip (~30 pax).
- Organize small scale company offsite sales meeting (~50 pax).
- Generate weekly and monthly sales reports.
- Prepare sales quotations.
- Liaise and coordinate with head office for inventory level and delivery status.
- Liaise and coordinate with vendors on corporate gifts.
- Support implementation of admin processes. E.g., welcome screen, visa invitation letter, birthday celebration coordination, etc
SALES SUPPORT CUM PERSONAL ASSISTANT
ANGLISS SINGAPORE PTE LTD
03.2014 - 03.2016
- Generate sales reports for head of department and sales team.
- Manage and maintain system price list for all stock keeping unit (SKU).
- Liaise and coordinate with procurement team on purchase order, halal & health certificate, product specification, and etc.
- Liaise and coordinate with quality assurance, procurement, and logistic team on goods return cases.
- Provide full administration supports for the entire department.
- E.g., credit/debit note, statement of account, external memo broadcast, company sponsorship, and etc.
- In-charge of corporate sales account from inquiry to order processing.
- Assist in new department start-up and provide proper guidance to newly joined colleagues.
- Assist in company offsite new product launch events.
- Ad hoc assignments from head of department.
CUSTOMER SERVICE EXECUTIVE
ANGLISS SINGAPORE PTE LTD
10.2012 - 02.2014
- Attend to call-in customer’s inquiry and feedback.
- Order processing for key account and general sales.
- Provide partial administration support to sales team.
- Liaise and coordinate with procurement team on special ordering.
- Liaise and coordinate with logistic team on goods estimate time of arrival and inventory level.
- Liaise and coordinate with admin team on documentation support.
CUSTOMER SERVICE EXECUTIVE
ZENACO CO2 (S) PTE LTD
03.2011 - 09.2012
- Attend to call-in customer’s inquiry and feedback.
- Order processing for key account and general sales.
- In-charge of inventory level.
- Provide general administration support to the entire department.
- Generate reports on monthly basis.
- Liaise and coordinate with operation team on customer’s order requirement.
- Handle ad-hoc case resolution and other escalated cases.
Education
Bachelor Degree International Affairs Management - with Honours
Northern University of Malaysia (UUM)
Sintok, Kedah 07.2010
Malaysian Higher School Certificate - STPM
S.M.K. Infant Jesus Convent
12.2006
Skills
- Microsoft Word
- Microsoft PowerPoint
- Microsoft Excel
- Microsoft OneNote
- SAP CEOS
Languages
English
Advanced (C1)
Malay
Advanced (C1)
Chinese (Mandarin)
Bilingual or Proficient (C2)
Chinese (Cantonese)
Intermediate (B1)
Extra:
- Reason for Leaving: Better career prospect.
- Notice Period: 2 months
- Expected Salary: 30% increment from current drawn.
Timeline
EXECUTIVE ASSISTANT
CONTINENTAL TYRE PJ (M) SDN BHD
01.2020 - Current
EXECUTIVE ASSISTANT
SARTORIUS STEDIM SINGAPORE PTE LTD
03.2017 - 12.2019
EXECUTIVE ASSISTANT CUM SALES SUPPORT
SARTORIUS STEDIM SINGAPORE PTE LTD
08.2016 - 02.2017
SALES SUPPORT CUM PERSONAL ASSISTANT
ANGLISS SINGAPORE PTE LTD
03.2014 - 03.2016
CUSTOMER SERVICE EXECUTIVE
ANGLISS SINGAPORE PTE LTD
10.2012 - 02.2014
CUSTOMER SERVICE EXECUTIVE
ZENACO CO2 (S) PTE LTD
03.2011 - 09.2012
Malaysian Higher School Certificate - STPM
S.M.K. Infant Jesus Convent
Bachelor Degree International Affairs Management - with Honours
Northern University of Malaysia (UUM)
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