Janice Gan

Executive Support

• Executive Support to Managing Directors in APAC, and 2 main offices in Japan and Korea, and several colleagues in other parts of Asia.
• Manage time, calendar and travel plans for Managing Directors.
• Support on travel management, transportation, hotels, visas for the team are managed effectively and according to internal guidelines.
• Serve as administrative point of contact for Haribo's head office senior executive visits, including scheduling appointments and managing travel logistics in Asia Pacific.
• Manage meeting preparation for office including briefings if necessary, agendas, required equipment (including set up), and logistics (including refreshments).

Event Management

• Plan and execute annual Partner Workshop (out of Singapore) with all distributors coming from Asia Pacific, head office of more than 18 countries.
• Plan and execute half-yearly Business Review Meetings with colleagues of head office.
• Plan and execute yearly Team Building (out of Singapore) for all APAC colleagues.
• Plan monthly Board and company meetings (set meeting dates, collate and issue agendas and papers, arrange venues and catering, take minutes.
• Plan monthly Birthday celebrations, orientation for new staff, and Christmas celebration.

Operations

• Serve as administrator and interface between office personnel and external IT consultant.
• Serve as office point of contact for all IT and telecommunications infrastructure.
• Assist colleagues with the management of projects and financial reporting.
• Maintain the petty cash/credit card payments and ensure accurate recording of all expenditure.
• Act as the central point of contact for telephone, email and postal enquiries.
• Compile data and manage regular reports for the management or the HQ (Key Account, Sales reports etc).
• Support HR in applying internal company policies and procedures
• Take on and manage additional projects as per company requirements
• Take on the role of Fire Warden during Fire Drill Evacuation Exercise

Office Management

• Ensure the office has all necessary supplies on a timely basis
• Provide the day-to-day administration for the office (drafting letters, ordering all office supplies, etc.)
• Serve as office liaison with building management and address any maintenance issues or other problems promptly
• Deal with all internal services, including utilities, supplies, repairs, and security
• Liaise and negotiate with external vendors – including equipment lease agreements, service contract's renewal, and regular office checks (printer support service, fire safety, coffee machine maintenance etc.)
• Ensure the office is safe and tidy and act as designated Health and Safety representative
• Greet visitors and manage any other door traffic, including package delivery
• Manage incoming and outgoing office mail/courier shipment
• Perform other ad-hoc duties as assigned

• Secretarial and administrative support to the Chief Brand Officer and 6 Directors of the team across 18 franchisee markets and headquarters (Dallas, US) across international time zones.
• Manage complex calendaring across multiple time zones to prioritize meetings and conferences.
• Organize regional conferences, workshops, and training with all the franchisees.
• Reconciling the expense reports, ensuring timely processing and approvals as appropriate.
• Update and maintain the team’s electronic document management system and manage correspondences in a prompt, efficient and discrete manner.
• Act as a central communication point between the Asia Pacific Franchise office and Franchisees.
• Projects - manage special projects and other duties as required.
• Support HR with onboarding new members that join the team.
• Developed strong relationships with internal departments to facilitate cross-functional collaboration on key initiatives driven by senior leaders.
• Managed executives' complex and frequently changing travel arrangements and coordinated pre-planning of trips (flight, hotel, visas).

• Manage complex calendars on an ongoing basis, working across multiple time zones, and prioritizing calendars based on business needs to ensure accurate scheduling.
• Act as an ambassador and key contact for all matters related to the team.
• Plan & coordinate domestic and international travel plans end to end including all logistics, itineraries, and international visas.
• Work closely with the Business Manager on team-wide business operations initiatives - maintain the Rhythm of Business ensuring that there are no potential clashes and rescheduling as appropriate.
• Book meeting rooms, catering, and AV for all meetings.
• Reconciling the expense reports, ensuring timely processing and approvals as appropriate.
• Process expense reports, keeping within policy, and be the acting approver for the Director's direct reports expense submissions
• Coordinating team morale events while staying within managing the allocated budget.
• Maintaining and publishing organizational charts, contact lists, org level aliases, and distribution groups.
• Ownership of internal processes, including MyOrder – creating Purchase Orders, tracking invoices, ordering Hardware/Software/Procurement.
• Coordinate off-site events, drive communications and logistics while maintaining the budget.
• Coordinate and schedule both internal and external meetings, including customer and partner meetings.
• New hire set up including all HeadTrax function, office setup including computer equipment, space, office supplies, aliases, etc.
• Act as an information resource to the new staff and provide a smooth onboarding process.
• Assist Human Resource partner with general administrative support, manage internal and external confidential information related to personnel, changes in organization, and changes in business priorities.

• Organize and maintain President's diary and correspondence, follow up on pending matters and/or action
• Respond to emergencies and urgent issues.
• Coordinates President’s calendar and activities, schedule of appointments, coordinate arrangement for meetings, seminars, conferences, events for in-country and overseas locations and provide timely reminders as necessary.
• Handle complex travel and calendar management with multiple time zones.
• Arrange business lunches
• Draft correspondences for the president and communicate/coordinate his instructions to heads of departments (HODs) and/or staff.
• Act as gatekeeper to the president by screening telephone calls, correspondences, and visitors
• Organize and maintain files, correspondences, and records, including follow-up.
• Support events conducted by the president
• Organize venue and oversee the event end-to-end
• Take minutes and/or notes of key meetings
• Prepare travel and expense claims reimbursement for the president and CFO.
• Assist in the preparation of presentations, reports, and proposals.
• Act as a proxy for the president during his absence and delegate responsibilities to HODs.
• Handle personal duties of President and any ad hoc duties when required.
• Oversee day-to-day office administration and coordinate internal meetings and events at our regional office.
• Manage office equipment and asset management, with proper documentation and record retention systems.
• Implement and maintain all office policies and procedures.
• Contribute ideas for innovative company policies and procedures that facilitate best practice management to improve organizational work structure and work processes.
• Manage and administer external contractors/suppliers to ensure office supplies, equipment, and secure value for money and goods quality in purchasing, and ensure timely delivery.
• Manage employee travel to ensure the best economical mode of travel in line with the company's travel policy.
• Responsible for facilities at regional headquarters
• Ensure landlord’s lease obligations, including landlord-supplied maintenance items and common areas management, are met.
• Act as a point of contact with building management and external vendors.
• Oversee and control third-party vendors supplying labour and equipment for photocopying, facsimiles, and various other support services purchasing office supplies and materials within an approved budget.
• Direct planning of essential central services such as security, maintenance, cleaning, waste disposal, and recycling, etc.
• Oversee third-party vendors supplying labour and equipment for cable TV, office furniture, and various other support services purchasing supplies and materials within an approved budget

• Performed executive secretarial duties to vice president and general manager of Asia
• This included managing and maintaining his calendar.
• Managed travel, claims, and other administrative needs for other directors.
• Liaised with plants in Asia, our head office in Zurich, and global customers for meetings.
• Coordinated staff meetings, conferences, and program planning in Singapore and overseas.
• Organized meetings and ad-hoc strategic event planning
• Attended events as needed in Singapore and overseas.
• Assisted and coordinated catering services and/or luncheons for office functions/meetings.
• Prepared agendas and arrangements for company meetings in Singapore and overseas.
• Compiled presentation slides and distributed minutes of the meetings.
• Arranged conference/video calls with other plants, head office, and customers.
• Handled full spectrum of travel arrangements for the entire company., including flight, hotel, and car reservations and restaurant reservations as needed.
• Verified all expense reports and costs tracking pertinent to travel activities.
• Oversaw the company mobile, fuel card, and corporate credit card contract and application.
• Procured corporate gifts and miscellaneous items for guests when required.
• Maintained facilities, including ensuring the cleanliness of the reception area and office.
• Served as key contact for all admin queries from senior management, marketing, business development, and the sales teams.
• Managed the office renovation.

• Provided secretarial support to the managing director.
• Coordinated travel arrangements for the managing director and his family and visitors.
• Arranged for renewal of managing director and family's visa, work permit, guardian, and student pass in Singapore and Malaysia.
• Prepared managing director’s monthly expenses claim and submitted for approval.
• Renewed company car and fleet of company vans’ insurance, road tax and arrange for maintenance servicing.
• Organized meetings/retreats for the Southeast Asia region.
• Performed facilities management duties.
• Managed receptionist and dispatch
• Reviewed and renewed company contracts with suppliers including cleaning services, bus, hotel rates, stationery vendor, vending machine, etc.
• Managed all Singapore company events (e.g
• Birthday parties, dinner and dance, and health- related recreation).
• Assisted in logistics for all training programs.
• Oversaw project for the conversion of existing company mobile lines to the personal line.
• Set up and ran health screening and other health initiatives programs.
• Managed all aspects of an office move, including location, interior design, and infrastructure.
• Administered company corporate credit card program (Citibank) and fleet card (Shell).

• Liaised with malls on all approvals for rental, budget, etc.
• Organized overseas travel and study trips.
• Prepared PowerPoint presentations for prospective clients and training material.
• Provided secretarial and admin support for the team.
• Collated reports on funds related.
• Organized trips for joint venture partners/investors’ to Singapore.
• Filed directorship reports.
• Filed and maintained proper documentation of correspondence and reports.
• Covered duty for other secretaries in their absence.

• Liaised with tenants on appointments to visit the site under construction.
• Provided secretarial and administrative support for the team.
• Assisted in organizing events like Topping Out Ceremony, Job Fairs, Tenants Briefing with Singapore Workforce Development Agency.
• Handled meetings and travel arrangements.

• Provided Secretarial and Admin Support during the transition period of buying over Raffles International Limited and after the merger.
• Handled meetings and travel arrangements.
• Set up conference calls.

• Organized annual worldwide general managers’ Conference
• Liaised with Asia Pacific general managers on all operational matters.
• Collated and submitted daily revenue reports from all hotels.
• Reorganized filing system for the department.
• Handled meetings, conference calls, and travel arrangements.
• Supported daily administration matters of the dept.
• Conducted general secretarial duties.

• Organized annual worldwide general managers’ Conference
• Liaised with Asia Pacific general managers on all operational matters.
• Collated and submitted daily revenue reports from all hotels.
• Reorganized filing system for the department.
• Handled meetings, conference calls, and travel arrangements.
• Supported daily administration matters of the dept.
• Conducted general secretarial duties.

• Managed day-to-day administrative matters of the office, including setting up meetings, seminars, and workshops and making travel arrangements.
• Helped organize seminars and workshops.
• Managed mass mailing for upcoming events to related industries.
• Set up and maintained the customer database.
• Sent proposals and company profiles to clients.
• Liaised with existing customers to identify potential problems.
• Managed all things print-related.
• Managed the duty rosters.
• Designed and set up an office system for the company.
• Performed general secretarial duties.

• Managed day-to-day administrative matters of the office.
• Handled accounts receivable and payable, invoices, and debit notes for clients, salaries, and petty cash
• Simple book-keeping.
• Sent proposals and company profile to clients.
• Managed suppliers for quotations and liaising with clients.
• Performed general secretarial duties.
• Kept the filing system updated and contact lists.
• Took calls and messages for the staff who were operational and therefore not in the office.

• Liaised with overseas staff (China) on administrative matters before the opening of the Hotel.
• Coordinated from Singapore on all the events that took place in China.
• Managed travel arrangements and planned travel itineraries.
• Arranged meetings and took minutes for all other businesses
• Updated various bank account statements and collect rent from tenants for the rental of various shop spaces (personal).
• Liaised with the company secretary on matters on the hotel and other businesses.
• Revamped and set up a new filing system.

• Maintained all staff personnel files for the department.
• Tracked management and line employee’s duty rosters on annual leaves, public holidays, and non-working days.
• Coordinated between departments for last-minute changes to functions/events or special menu requests.
• Updated files on menus and recipes for all restaurant outlets and banquets.
• Submitted staff claims for monthly shift allowance and overtime
• Keeping track of Manpower Budget to prevent over-hiring of staff.
• Managed staff needs including coordinating birthday celebrations, petty cash claims for dental and medical, etc.
• Performed general secretarial duties like arranging appointments, drafting correspondences, filing, taking minutes, preparing all special menu requests.

• Conducted telemarketing, sales blitz and answered all telephone inquiries.
• Showed function rooms and guests rooms to interested parties.
• Liaised with guests to secure the contract on smaller functions
• Sent proposals, contract letters, and thank you letters to guests.
• Managed daily event order, signage, requisition of car passes, banquet menus, table menus, and food tags.
• Coordinated the event between the guest and relevant departments.
• Performed general secretarial duties like arranging appointments, updating forms, correspondences, requisitions, fling, etc.
• Set up the office system and filing system for the department