Irene Ai Ling Lim
Roche Singapore Technical Operations Pte Ltd
Singapore
3
Languages
1
Certification
31
years of professional experience
Administrative Specialist/Executive Assistat supporting senior leaders in a pharmaceutical environment with complex calendar management, global travel coordination, and executive meeting support. Coordinates town halls, department meetings, inspection preparation, expense claims, and budget tracking while keeping leadership materials and shared sites current. Supports a centralized admin team serving about 150 employees with responsive day-to-day service.
Work History
Administrative Specialist
9 Years 5 Months- Member of a centralized admin Team supporting the Quality Site Head and a few Senior Directors in a Pharmaceutical firm
- Managing complex calendar for Senior Director (Quality Site Head) which involves scheduling of meetings and teleconference between different time zones
- Organising senior management visit which involves drafting of agenda, reservation of accommodation and airport transfer, coordinating Town halls and scheduling of 1 on 1 for directors with senior management
- Coordinated senior management visits by drafting agendas, reserving accommodations, arranging airport transfers, and scheduling one-on-one meetings with directors and senior management
- Assist to track and monitor department's budget
- Tracked and monitored department budget to ensure financial accuracy and accountability
- Preparing expense claims using Concur
- Assist with inspection preparation when Health authorities send inspectors to our company to check on the process of manufacturing of drugs, involve in backroom support during authority inspection
- Support team of approximately 150 employees with ad-hoc requests
- Supported team of approximately 150 employees by managing and fulfilling various ad-hoc requests
- Create and maintain gSite by keeping it up to date
- Plan and coordinate annual team building events, including company events such as Fruit Festival, Dinner & Dance etc.
- March 2017 to Present
Senior Administrative Assistant
5 Months- Supports 1 Senior Director and regional team of 7 Directors and Business Leaders
- (Left the company as I took up the job offer to assist a new director and later on was offered a secretarial role in the pharmaceutical industry supporting the Quality Site Head)
- Duties of Senior Administrative Assistant:-
- Manages complex calendar
- Coordinated complex travel arrangements, including visa applications, flights, and hotel bookings for seamless business operations
- Developed business trip estimates for approval, ensuring accurate budgeting and resource allocation
- Schedules and coordinates local and global meetings, video and teleconferences as well as 1:1 direct reports meeting
- Prepares agenda for meetings
- Taking minutes of Bi-monthly Management meeting
- Prepares presentation materials e.g., PowerPoint slides
- Checking of expense claims submitted by the team before approval
- Prepares purchase order using Ariba system
- Screens calls and receives all visitors
- Organising internal & external events e.g. teambuilding
- Prepares team movement calendar tracking business trips and leave records of direct reports
- Prepares CARs (Capital Asset Requisitions), CAR approvals, PO, occupancy & utilization reports, etc.
- Assist new staff with all HR matters e.g., application of corporate card, access pass and laptop requisitions
- Liaise with phone service providers e.g. SingTel/Star Hub for corporate mobile phone application
- First point of contact for employees as well as backup administrative support for the other leaders.
- Arranging of courier services and any other administrative and ad hoc duties as required
- September 2016 to February 2017
Office Manager
2 Years- Supports 1 Managing Director & 1 Chief Finance Officer
- (Left the company as they have plans to shift to Dubai)
- Manage calendar of MD and CFO
- Coordinated travel arrangements, including visa applications, flight and hotel bookings, to ensure seamless travel for executives
- Assisted in establishing new office by coordinating setup and logistics for a productive work environment
- Prepare presentation materials
- Assist in setting-up a new office
- Handle petty cash and manage utility bills
- Maintain office filing system
- Maintain office supplies and pantry supplies at sufficient levels
- Handle postal mails - incoming and outgoing
- Handle confidential and sensitive information
- Ensure that appropriate insurance coverage for the office is being maintained
- Liaise with external agencies such as auditors, accountants, insurance companies, vendors, clients, etc.
- Managed generalist HR responsibilities, facilitating employee onboarding and maintaining personnel records
- Answer, screen and direct all calls to the appropriate person within the organization
- Completed various ad-hoc tasks to support team operations.
- October 2013 to October 2015
Secretary to Vice President/Contract Administration Leader
6 Years 1 Month- Supports 1 Vice President, 3 Directors & a group of Managers, Group Leader & Scientists
- (Left the company as they do not have a headcount for secretarial/administrative staff therefore no chance of converting from a contract position to a permanent position even after working there for 6 years.)
- Manages the calendars of Vice President and Directors
- Coordinated hotel and flight reservations for executives to ensure seamless travel arrangements
- Handles all hotel and flight reservations
- Handles all visa applications
- Recorded meeting minutes
- Process expense claims for Directors using gXRS
- Compiled monthly expenditure reports to provide financial oversight for leadership
- Prepares presentation slides
- Prepares purchase orders for vendors and also process invoices and payment requests
- Handles incoming and outgoing faxes
- Assist new staff with all HR matters e.g. application of corporate card, access pass and laptop requisitions
- Managed landlord and contractor communications for tenancy agreement renewals and maintenance, ensuring compliance and timely resolution of issues
- Purchase and maintain inventory of office supplies e.g. stationery and pantry supplies
- Arranging of courier services
- Any other administrative and ad-hoc duties assigned by the Vice President & Directors
- Duties of Contract Administration Leader:-
- Draft service/confidentiality/consulting agreement for collaborations with providers e.g. hospitals, universities, agencies etc.
- Liaise with internal requester, legal team and external parties to finalise agreements
- Upload agreements on Sharepoint (intranet)
- Files all agreements for safe keeping
- August 2007 to September 2013
Executive Assistant/HR Assistant
1 Year 8 Months- Supports 1 Executive Director & 1 Regional Finance Director
- (Left the company for better job security and learning opportunities in a MNC as it has been through 2 acquisitions)
- Duties of Executive Assistant:-
- Managed hotel and flight reservations for executives, ensuring seamless travel arrangements
- Prepares Board Meeting files
- Prepares Minutes of Meeting
- Compiled and organized Board Meeting files for efficient access and reference
- Drafted and issued Minutes of Meeting to capture key discussions and decisions
- Liaise with Design houses regarding the Annual Report
- Handles all hotel and flight reservations
- Screens all calls and receives visitors
- Handles incoming and outgoing faxes
- Performed various administrative tasks for the Executive Director and Finance Director
- Duties of HR Assistant:-
- Prepares the bi-monthly and monthly payroll with Easypay software
- Handles all work permit issues
- Updates and maintain personal details of all staff, including leave applications
- Prepares appointment letter
- 28 November 2005 - July 2007
Sales Coordinator cum Secretary
1 Year 6 Months- Supports 1 Director and a team of Sales Managers & Executives
- (Left the company as I was offered Executive Assistant position with learning opportunities and better prospect)
- Coordinated hotel and flight reservations for team travel, ensuring timely arrangements
- Handles arrangement of Exhibitions or Seminars
- Documented and distributed minutes of sales meetings, facilitating follow-up actions and accountability
- Prepares presentations, proposals and catalogs agreements
- Handles incoming inquiries such as pricing, delivery time and availability of stock etc.
- Prepares Annual Budget Report for Finance Dept.
- Prepares Daily Sales Figure Summary
- Prepares Contract Pricing Report
- Prepares Month End Report based on Customer, Products (chemicals) etc.
- Maintain and ensure up to date library of MSDS (Material Safety Datasheet) and TDS (Technical Safety Datasheet)
- Liaise with parent company in US for MSDS or TDS
- Handles creation of new products in JDE system
- Collaborated with customer service and warehouse departments to maintain stock levels and ensure prompt delivery to customers
- Liaise with Laboratory Dept. to ensure prompt delivery of analysis results to customers
- Monitoring of stock inventory, updating of stock status database
- Packing of goods, preparing pro forma invoice and arranging of courier service
- 1 May 2004 - 27 November 2005
Export Administrator
11 Months- Assisted Export Manager and Team Leader in operational tasks and project coordination.
- (Left the company for opportunity to have greater exposure to wider spectrum of secretarial work in a Sales and Marketing Dept.)
- Handles exporting of stock items by issuing delivery notes, proforma invoice, commercial invoice, certificate of origin etc.
- Handles all purchase orders via fax and email
- Handles incoming inquiries such as pricing, delivery time and weight of stock items
- To recruit distributors from countries such as Thailand, Cambodia and Laos
- Support distributors with special pricing for list of stock items for projects or tenders
- Handles customers’ enquiries, prepares costing sheet and sales quotations, follows up with customers to convert quotations to sales etc.
- Preparation of catalogues and presentation slides for distributors/customers using Powerpoint, Word, Excel etc.
- Preparing of catalogues and presentation slides for distributors/customers using Powerpoint, Word, Excel etc.
- Chasing of debts, following up and also informing customers of discontinued or obsolete stock item via email
- Handles exporting of stock items by issuing delivery notes, pro forma invoice, commercial invoice, certificate of origin etc.
- Coordinates with Warehouse to ensure prompt delivery of stock items to customers
- Updating customers or distributors of delivery schedule for stock items
- Generate certificates of conformance for customers
- Liaise with parent company in UK for stock items on indent
- Monitoring of stock Inventory, updating of stock records etc.
Sales Coordinator cum Secretary
4 Years 3 Months- Handles customers enquiries, prepares costing sheet and sales quotations, follow up with customers after quoting etc.
- Preparing of reports, catalogues and presentation slides for Customers/Sales Seminar using Powerpoint, Word, Excel etc.
- Prepared minutes for sales and engineering meetings
- Handles incoming and outgoing calls
- Handles incoming and outgoing mails
- Hotel room and flight reservations for managers, engineers and guests
- Sourcing of vendors for hardware/software purchases
- Generate invoices, purchase orders, delivery orders, credit notes, debit notes etc.
- Handles customers' enquiries, prepares costing sheet and sales quotations, follow up with customers after quoting etc.
- Assist Accountant in data entry in Accpac system
- Prepare monthly timesheet of engineers and calculate total time and cost spent on various jobs for Accounts Dept. to do costing
- Prepares work-in-progress reports for major shutdown projects for the Managing Director/Finance Manager to ensure that actual cost does not exceed budgeted cost
- Prepares shipping documentation & does L/C negotiation etc.
- Ordering of spare parts from Head Office in Japan and local suppliers
- Prepares monthly timesheet of engineers and calculates total time and cost spent on various jobs for Accounts Dept. to do costing
- Prepared work-in-progress reports for major shutdown projects, providing insights to Managing Director/Finance Manager to maintain budget adherence.
- Updating of delivery schedule for all supplies spare parts and equipment
- Generate certificates of conformance for customers
- Selection, recommendation and quotation of spare parts to customers for major shutdowns
- Coordinate major shutdown of plants (e.g. Petrochemical Corporation of Singapore) ordering spare parts, liaising with sub-contractors and transportation company etc.
- Monitoring of stock Inventory, updating of stock records etc.
- Preparation of tender documents for projects
- Coordinated major shutdowns of plants, including ordering spare parts and liaising with sub-contractors and transportation companies to ensure operational efficiency.
- Industrial Service Dept. and Building Service and Support Dept.
- (Left the company for opportunities of learning distributorship business etc.)
- February 1999 - Mid May 2003
- February 1999 - Mid May 2003
Administrative cum Accounts Assistant
1 Year 4 Months- (Left the company for opportunities for learning)
- Prepared sales quotations for clients, facilitating timely decision-making.
- Preparing Sales and Customer Reports
- Prepare monthly Sales Summary Reports
- Handles incoming and outgoing calls and faxes
- Ordering spare parts from Italy and local suppliers
- Stock Inventory
- Ordering of spare parts from Italy and local suppliers
- Preparing Sales quotations and catalogues
- Preparing payment vouchers and chasing payments
- Prepared monthly sales summary reports, providing insights for strategic planning.
- December 1996 - April 1998
Sales Coordinator cum Secretary
8 Months- Supports 2 Sales Managers & a team of Sales Executives
- (Left the company to help a friend working in a new company)
- Managed incoming and outgoing calls and faxes for Sales Department
- Prepared reports and presentation materials for Sales Seminar using PowerPoint, Word, Excel
- Handles customer enquiries
- Developed and prepared sales quotations for customer inquiries
- Preparing Minutes for Sales Meetings
- Developing of customers databases
- Developing customer databases
- Conducts in-house training for Microsoft Access
- Troubleshoots computer problems for Sales Department
Administrative Assistant cum Receptionist
9 Months- (Left the company for better advancement)
- Administrative Dept.
- Managed incoming and outgoing calls and faxes to ensure effective communication
- Typed service reports and maintained stock inventory for accurate record-keeping
- Coordinated courier services and shipments of spare parts to customers for timely delivery
- June 1995 - March 1996
Education
No Degree - Pharmaceutical Medicine
Diploma - Management Studies
Diploma - Business Administration
(Validated by Oxford University)
NCC Diploma - Computer Studies
GCE 'O' Levels
GPA: 7 credits
PSLE
Skills
Calendar coordination
Travel coordination
Meeting coordination
Executive correspondence
Presentation preparation
Microsoft Excel
Microsoft PowerPoint
Minute taking
Visa application processing
Expense reporting
Purchase order processing
Records management
Event coordination
Vendor liaison
Concur
SharePoint
Budget tracking
Office administration
Confidential information handling
Inspection support
HR administration
Accomplishments
Simplify processes by automating the food, hamper and courier requests using scripts in Google forms
Interests
Reading
computers
swimming
movies
traveling etc.
Certification
- Certificate of Achievement SPOT on Facilitation 3.0 Workshop from Facilitators Network Singapore
- Certificate in Japanese Language Course for Elementary 1, 2 & 3 from The Japanese Association
- Microsoft Access for Developers Certificate
- Knowledge of JDE System
- Some knowledge of SAP
PERSONAL PARTICULARS
Languages written : English, Chinese
Languages spoken : English, Chinese
Dialect : Hokchew
Timeline
Administrative Specialist
Roche Singapore Technical Operations Pte Ltd
03.2017 - CurrentRead More
Senior Administrative Assistant
Johnson & Johnson Pte Ltd
09.2016 - 02.2017Read More
Office Manager
BHIP Singapore Consulting Pte Ltd
10.2013 - 10.2015Read More
Secretary to Vice President/Contract Administration Leader
Johnson & Johnson Pte Ltd
08.2007 - 09.2013Read More
Executive Assistant/HR Assistant
Jurong Cement Limited
11.2005 - 07.2007Read More
Sales Coordinator cum Secretary
Enthone Pte Ltd
05.2004 - 11.2005Read More
Export Administrator
RS Components Pte Ltd
05.2003 - 04.2004Read More
Sales Coordinator cum Secretary
Yamatake Controls Singapore Pte Ltd
02.1999 - 05.2003Read More
Administrative cum Accounts Assistant
Sun-Pacific Investments Pte Ltd
12.1996 - 04.1998Read More
Sales Coordinator cum Secretary
Plimsoll Fleetwinch Pte Ltd
04.1996 - 12.1996Read More
Administrative Assistant cum Receptionist
Mcgregor (SGP) Pte Ltd
06.1995 - 03.1996Read More
Tanglin Girls’ School
PSLE
Read More
Singapore Chinese Girls’ School
GCE 'O' Levels
Read More
Informatics School of Computer
NCC Diploma from Computer Studies
Read More
Thames School of Commerce
Diploma from Business Administration
Read More
Ngee Ann Polytechnic
No Degree from Pharmaceutical Medicine
Read More
Singapore Institute of Management
Diploma from Management Studies
Read More
REGIONAL MEETINGS/PROJECTS/SHUTDOWN INVOLVED
- 2026 Global PT Leaders visit in Roche Singapore Technical Operations Pte Ltd
- 2025 Unannounced FDA Inspection, Townhalls, Network visitors in Roche Singapore Technical Operations Pte Ltd
- 2023 Regional Meeting for Quality Global Leadership Team in Roche Singapore Technical Operations Pte Ltd
- 2023 Neurotic Behavior Workshop and Teambuilding for Singapore Leadership Team and Extended Leadership Team
- 2019 Regional Meeting for Global VP in Roche Singapore Technical Operations Pte Ltd
- Organised face to face/virtual Fruit Festival annually from 2017 to 2023
- Regional Enterprise Facilities Management APAC Leadership Meeting 2017
- Set-up of administrative framework for BHIP Singapore Pte Ltd and sourcing for group insurance 2013
- Regional meetings/workshops for Fairness and Beauty Platform leaders 2012
- Teambuilding Seminar “Chocolate Factory” 2011
- Regional Beauty Franchise/Product Development Meeting in Thailand 2010
- Teambuilding event for Fairness and Beauty team at Angsana Resort in Bintan 2008