Denise Ong Wei Tin
Executive Assistant
Singapore
Summary
Highly determined and proactive Executive Assistant with expertise in coordinating international travel, organizing large-scale meetings, and managing third-party vendors. Possessing a strong work ethic and self-motivation, provides support with a sense of urgency to anticipate the needs of senior-level executives. Thrives in fast-paced, dynamic environments, excels at delivering efficient and effective assistance to ensure seamless operations. A self-starter, independent contributor, and good team player with experience supporting a team of senior leaders in Giant MNCs, SMEs, and start-ups.
Overview
33
33
years of professional experience
5982
5982
years of post-secondary education
3
3
Languages
Work History
Assistant to Senior Vice President - Refinery & Chemicals & Growth - Asia Pacific, EMEA & Middle East (French)
Total Energies
08.2024 - 11.2024
- Company Overview: (French MNC) - Singapore
- Coordinate and organize travel arrangements including flight booking, hotel reservation, transportations and verification of immigration requirements for the SVP and team members
- Schedule, prioritize and confirm meetings, appointments and any other related engagements for the SVP and team members
- Provide secretarial duties to the SVP in meeting their day-to-day responsibilities such as but not limited to arranging for meetings & travels, preparing expense claims & leave applications as well as to follow through on specific actions that need to be followed up
- Handle all incoming calls for the SVP and team members
- Assist in organizational communication and coordination to and from the Head office, if any.
- Liaise with the SVP's direct reports to obtain information required on a periodical basis (management reports, meeting notes, etc) and ensure that timelines for feedback/completion are adhered to
- Assist in the preparation of reports relating to the Company's business and presentation of papers for conferences
- Assist in preparing powerpoint presentation when required
- Follow-up of internal and external correspondence: receiving/sending, registering and filing
- Maintain the travel planner up-to-date according to travel & leave plans
- Coordinate and organize board meetings and seminars when required
- Arrange teleconferencing and videoconferencing with overseas colleagues and partners
- Maintain a good working relationship with the affiliates and transverse department
- Ensure that travel/hotel arrangement and expense claims are compliant with the travel policy at all times
- Systematically negotiate rates and fees proposed by external providers
- Assist with ad-hoc projects or reportings as and when required
- Routinely monitor the stationery supplies and make requisition when needed
- (French MNC) - Singapore
- Reason for Leaving: End of Contract
Executive Assistant to Regional President Asia Pacific (German)
Fluence Energy Singapore Pte Ltd
09.2021 - 05.2024
- Company Overview: (US MNC Energy Battery Storage) - Singapore
- Complex calendar management for internal meetings, organize and manage travel arrangements, and organize and complete expense reports.
- Build cross functions relationships and work with counterparts across the globe (in multiple timezones) for project, event and meeting coordination.
- Assist in the preparation of correspondence, briefs, presentations, packets for internal meetings, and also assist with special projects.
- Communicate routinely to manager's direct reports policies and processes to ensure compliance with company guidelines and procedures.
- Ensure and maintain confidentiality of all appropriate communications and documentation.
- Prepare for and participate in meetings, take detailed notes for follow up.
- Manage all logistics for team meetings, off-sites, events, conferences.
- Support the manager's team with meeting and travel arrangements as appropriate, and all global Fluence visitors with hotel, logistics and meeting set up.
- Assist with Notarize and apostille documents
- Other Administrative duties as needed
- (US MNC Energy Battery Storage) - Singapore
- Reason for Leaving: "Unexpected" expansion to job scope that required to travel for work and am no longer the right fit due to family care commitment.
Temporary Safe Distancing Ambassador - SDA
Ngee Ann Polytechnic
12.2020 - 03.2021
- Perform the role of safe distancing ambassadors to ensure adherence to the Safe Management Measures (SMM) while on campus
- Manage and monitor SafeEntry check-in at designated areas
- Manage and monitor temperature checks at entry points of the canteens and designated areas
- Patrol the campus within a designated area to ensure SMM
- Ensure everyone wears a mask properly and practices safe distancing at all times
- Attend to requests/questions and redirect them to the appropriate department(s) if necessary
- Perform other related duties and responsibilities assigned by Management
- Assist in collating non-compliance and feedback to Management for further action
- Reason for Leaving: Contract ended
Executive Assistant to Head of Sales Ops Asia Pacific (Chinese local & Canadian Hongki)
Facebook
08.2020 - 11.2020
- Company Overview: (US MNC Social Media) - Singapore
- Perform administrative tasks including: complex calendar management for internal meetings, organize and manage travel arrangements, and organize and complete expense reports.
- Build XFN relationships and work with counterparts across the globe (in multiple time-zones) for project, event and meeting coordination.
- Assist in the preparation of correspondence, briefs, presentations, packets for internal meetings, and also assist with special projects.
- Communicate routinely to manager's direct reports policies and processes to ensure compliance with company guidelines and procedures.
- Ensure and maintain confidentiality of all appropriate communications and documentation.
- Prepare for and participate in meetings, take detailed notes for follow up, prepare meeting reports and summaries as needed.
- Manage all logistics for team meetings, off-sites, events, conferences.
- Support the manager's team with meeting and travel arrangements as appropriate, and all global FB visitors with hotel, logistics and meeting set up.
- (US MNC Social Media) - Singapore
- Reason for Leaving: Contract Ended (Maternity Cover)
Senior Executive Assistant to President/CEO Asia Pacific, Japan & Middle East (Indian local & Australian Hongki)
Syniti Formerly BackOffice Associates Asia Pte Ltd
12.2018 - 05.2020
- Company Overview: (US MNC Data Solutions) - Singapore
- Manage calendar of the President/CEO - APACJ & Middle East
- Preparing Business Proposals & Reports
- Travel booking of the President/CEO
- Arrange Team Meetings, Review Meetings and acting as a Project Manager of various initiatives of the President/CEO
- Provide Secretarial Support to the President/CEO - Manage President/CEO's Office effectively and efficiently.
- Managing all logistics arrangement for all Programs like Training programs, Meeting etc for all Participants and Consultants with the President/CEO
- (US MNC Data Solutions) - Singapore
- Reason for Leaving: Laid off due to Covid-19
Executive Assistant to Senior Vice President (SVP) APAC Sales (Portuguese)
AspenTech Pte Ltd
05.2016 - 11.2018
- Company Overview: (US MNC Software Solutions) - Singapore
- Manage the calendar of the SVP of APAC Sales, including but not limited to:- Planning and scheduling domestic and international meetings Selecting, booking and setting up meeting venues or conferencing facilities
- Making travel arrangement, including flight bookings, transfers, accommodation, directions Preparing and editing calendar invites and correspondence Contacting internal and/or external stakeholders
- Preparing and arranging the SVP for upcoming meetings, including meeting materials, etc
- Plan, organize and facilitate quarterly management meetings, town hall meetings or any other events as directed by the SVP
- Maintain a well-organized filing system and database, including facilities contract, document for review, copies of signed document and any other Private & Confidential information
- Prepare and edit reports, presentations, correspondence Manage the SVP's expense and time reports and ensure timely submission
- Prioritize and screen meeting requests and telephone calls
- Act as liaison between SVP and staff on follow-up action items
- Foster a professional and quality service environment, with tact and diplomacy in all communications
- Manage all privileged information with strict confidentiality Other Executives will be supported as needed
- (US MNC Software Solutions) - Singapore
- Reason for Leaving: Was head hunt for Syniti (formerly BackOffice Associates) role.
Personal Assistant to Regional Head of Tax APAC (Canadian)/ Team Assistant to Vice President Treasury APAC (Colombian)
BP Singapore Pte Ltd
01.2011 - 05.2016
- Company Overview: (British MNC - Oil & Gas) - Singapore
- Management of diary and appointments and provision of a full administration support to the Regional Head of Tax Asia Pacific and Vice President Treasury Asia Pacific, including preparation of monthly e-expense claims.
- Management of Team integrated diary, including preparation of monthly e-expense claims of Team Leaders.
- (British MNC - Oil & Gas) - Singapore
- Reason for Leaving: Was head hunt for AspenTech Role
Executive Assistant to a Partner (French)
CT Partners
11.2009 - 11.2010
- Company Overview: (Executive Search Firm - US MNC) - Singapore
- Arranged and coordinated meetings/conferences
- Handled routine and non-routine logistics
- Coordinated work with Clients and Candidates to address support needs and issues on behalf of the executive
- Arranged conference calls, video conferences or data conferences involving a global audience
- Anticipated travel needs of executive and coordinate complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations. Supported with travel documentation and procedures (itineraries, visa/passport procedures).
- Prepared draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
- Assisted with miscellaneous complex administrative tasks (i.e.provide invoicing and accounts reconciliation support, follow up on account receivable, maintain voicemail/email distribution lists, provided assistance when required with time and expense reports)
- Managed potential complex calendar / diary activity, included coordination of appointments for executives as well as extensive rescheduling ensuring Executives were kept informed
- (Executive Search Firm - US MNC) - Singapore
- Reason for Leaving: Partner resigned from the company
Executive Assistant
Accenture Pte Ltd
05.2009 - 09.2009
- Company Overview: (US MNC) - Singapore
- Arranged and coordinated meetings/conferences
- Handled routine and non-routine logistics Coordinated work with third-party suppliers (both internal and external) to address support needs and issues on behalf of the executive
- Arranged conference calls, video conferences or data conferences involving a global audience
- Anticipated travel needs of executive and coordinated complex travel arrangements, typically involving multiple changes and destinations based on understanding of executive's availability and obligations.
- Supported with travel documentation and procedures itineraries, visa/passport procedures).
- Prepared draft proposals and presentations with direction from Executive and/or support from other individuals or service departments, as necessary
- Assisted with miscellaneous complex administrative tasks (i.e. Provided invoicing and accounts reconciliation)
- Supported, maintained voicemail/email distribution lists
- Provided assistance, when required with time and expense reports
- Managed potential complex calendar / diary activity, including coordination of appointments for executives as well as extensive rescheduling ensuring Executives are kept informed.
- (US MNC) - Singapore
- Reason for Leaving: Contract ended (Maternity Cover)
Project Secretary cum Office Administrator to Project Manager (French)
Murphy Oil Corporation
05.2007 - 02.2009
- Company Overview: (US MNC)- Oil & Gas Industry - Singapore
- Responsible for the administrative function within the department. In the project phase this was included the logistic support to the project team.
- Provided secretarial services: typing, take message, screen telephone calls, make travel arrangement.
- Maintained the Project Manager's filing system including the log-in register and the distribution of project documents.
- Maintained the outgoing correspondence log book Arranged and coordinated meetings with subcontractors, vendors.
- In the absence of the Project Manager, maintained the distribution of documents and advise him relative to any urgent actions required.
- Handled the application/renewal for the Employment Pass/ Dependant's Pass and Passports for the Expats (US & French) Kept track of leave records and movement of the team members.
- Drafted and typed correspondences.
- Maintained office equipments, stationary supplies, made arrangement for new work station for new joiners, office access passes and other ad hoc secretarial duties.
- (US MNC)- Oil & Gas Industry - Singapore
- Reason for Leaving: Contract ended
Secretary to Head of Department (Aerospace Engineering) - British
Nanyang Technology University
12.2006 - 03.2007
- Provided routine administrative & secretarial support to the HOD A British)
- Travel arrangement
- Processed Travel and Entertainment Expenses Reimbursement
- Coordinated the logistics of meetings and conferences
- Managed the Calendar and meeting appointments of HOD
- Prepared presentation materials for Lecture Adhoc duties
- Reason for Leaving: Contract ended
Secretary to Senior Management Team of Marsh Marine & Energy (locals & British Expats)
Marsh (Singapore) Pte Ltd
06.2000 - 08.2006
- Company Overview: (US MNC (Insurance Broking) - Singapore
- Provided routine administrative & secretarial support to my immediate boss and the member of the Marine & Energy Team Travel arrangement for my immediate boss and the member of Marine Team.
- Processed Travel and Entertainment Expenses Reimbursement.
- Coordinated the logistics of meetings and conferences
- Managed MD's Calendar and meeting appointments
- Prepared of presentation materials
- Acted as a Point of Contact within the Asia Pacific Offices
- Handled the application/renewal for the Employment Pass/ Dependant's Pass and Passports for the Expats
- Kept track of leave records and movement of the team members.
- Drafted and typed correspondences.
- Ad hoc duties
- (US MNC (Insurance Broking) - Singapore
- Reason for Leaving: To explore other job industries as was too many years in the insurance industry.
Secretary to Programme Manager
Nanyang Technology University
03.2000 - 05.2000
- Company Overview: (Nanyang Fellows Programme) - Singapore
- Provided routine administrative & secretarial support to my immediate boss, lecturers (expats from America & Indonesia) and the fellow (Scholars from the Asia Pacific Region).
- (Nanyang Fellows Programme) - Singapore
- Reason for Leaving: Contract ended
Secretary to Manager of the Engineering Dept. (German)
Munich Reinsurance
01.1998 - 01.2000
- Company Overview: (German MNC - Singapore
- Provide routine administrative & secretarial support to the Manager and members of the Engineering Dept. (Locals & expats from Germany)
- Travel arrangement for the Dept.- Preparation of presentation materials- Ad hoc duties
- (German MNC - Singapore
- Reason for Leaving: Manager returned to Home Country
Underwriting Clerk
Folksam International Insurance Co. Ltd
01.1996 - 01.1998
- Company Overview: (Swedish MNC) - Singapore
- Processed of Policies & Claims.
- Provided Secretarial & receptionist's support during the absence of fellow colleague.
- (Swedish MNC) - Singapore
- Reason for Leaving: Preferred a Secretarial Role as was pursuing LCCI Private Secretarial Diploma then
Secretary cum Personal Assistant
APT Planning Services Pte Ltd Prudential Agency
01.1994 - 01.1996
- Handled customers' enquiries, routine secretarial & administrative support.
- Reason for Leaving: No sense of security as my Salary was based on the earning of the Manager
Clerk
DBS Property Services Pte Ltd (DBSP)
01.1992 - 01.1994
- Provided routine administrative support to the team.
- Provided secretarial & receptionist's support during the absence of fellow colleagues.
- Reason for Leaving: Pursuing more challenging role
Education
LCCI Private Secretarial Diploma - Text Production, English for Business, Structure of Business, Office Organization, Secretarial Procedures
Specialist Secretarial Training Centre
Singapore12.1998
Certificate in Office Skills - Book-Keeping, Business English, Office Practice, WordProcessing
Institute of Technical Education, Clementi
Singapore01.1992
GCE 'O' Level -
Nan Hua Secondary School
Singapore01.1990
WSQ Boosting Efficiency And Content Strategy With AI - AI
OOM Institute
06.2024
Certificate Of General Insurance - General Insurance
Singapore College of Insurance
07.2017
Skills
MS Office
Extra-Curricular Activities
1991 - 1992, Art & Craft 1987 - 1990, Girl Guides Patrol Leader
Interests
Watching movies
Cooking
Cardio fitness (kickboxing, body combat)
Listening to songs
Additional Information
Last drawn: S$7,639.83
Expected: S$7,700 ~ S$8,000 (Negotiable), Available immediately
Timeline
Assistant to Senior Vice President - Refinery & Chemicals & Growth - Asia Pacific, EMEA & Middle East (French)
Total Energies
08.2024 - 11.2024
Executive Assistant to Regional President Asia Pacific (German)
Fluence Energy Singapore Pte Ltd
09.2021 - 05.2024
Temporary Safe Distancing Ambassador - SDA
Ngee Ann Polytechnic
12.2020 - 03.2021
Executive Assistant to Head of Sales Ops Asia Pacific (Chinese local & Canadian Hongki)
Facebook
08.2020 - 11.2020
Senior Executive Assistant to President/CEO Asia Pacific, Japan & Middle East (Indian local & Australian Hongki)
Syniti Formerly BackOffice Associates Asia Pte Ltd
12.2018 - 05.2020
Executive Assistant to Senior Vice President (SVP) APAC Sales (Portuguese)
AspenTech Pte Ltd
05.2016 - 11.2018
Personal Assistant to Regional Head of Tax APAC (Canadian)/ Team Assistant to Vice President Treasury APAC (Colombian)
BP Singapore Pte Ltd
01.2011 - 05.2016
Executive Assistant to a Partner (French)
CT Partners
11.2009 - 11.2010
Executive Assistant
Accenture Pte Ltd
05.2009 - 09.2009
Project Secretary cum Office Administrator to Project Manager (French)
Murphy Oil Corporation
05.2007 - 02.2009
Secretary to Head of Department (Aerospace Engineering) - British
Nanyang Technology University
12.2006 - 03.2007
Secretary to Senior Management Team of Marsh Marine & Energy (locals & British Expats)
Marsh (Singapore) Pte Ltd
06.2000 - 08.2006
Secretary to Programme Manager
Nanyang Technology University
03.2000 - 05.2000
Secretary to Manager of the Engineering Dept. (German)
Munich Reinsurance
01.1998 - 01.2000
Underwriting Clerk
Folksam International Insurance Co. Ltd
01.1996 - 01.1998
Secretary cum Personal Assistant
APT Planning Services Pte Ltd Prudential Agency
01.1994 - 01.1996
Clerk
DBS Property Services Pte Ltd (DBSP)
01.1992 - 01.1994
LCCI Private Secretarial Diploma - Text Production, English for Business, Structure of Business, Office Organization, Secretarial Procedures
Specialist Secretarial Training Centre
Certificate in Office Skills - Book-Keeping, Business English, Office Practice, WordProcessing
Institute of Technical Education, Clementi
GCE 'O' Level -
Nan Hua Secondary School
WSQ Boosting Efficiency And Content Strategy With AI - AI
OOM Institute
Certificate Of General Insurance - General Insurance
Singapore College of Insurance
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