Summary
Overview
Work History
Education
Skills
Languages
Timeline
Generic
Jess Ling

Jess Ling

Summary

A seasoned professional with experience in commodities trading, business conferences, and event management. Provide executive support to C-Suite Leaders who lead high performing teams. Manage complex travel arrangements in dynamic, fast-paced environments, establishing management priorities, making contingency recommendations, anticipating needs, and paying attention to details. Providing resources, organizational skills, and reliability to stakeholders in improving internal processes and streamlining workflow procedures. Managed the planning and coordination of corporate and special events. Proven ability to maintain excellent time management skills, multi-task effectively, and prioritize deadlines. Excellent analytical skills and the ability to solve problems. A commitment to maintaining confidentiality with integrity. Demonstrates a professional appearance and demeanor while completing assigned tasks to a high standard. Dependable and quick-learning team player with excellent communication and organizational skills. Successfully managed high-volume workloads in rapidly changing environments. Expertise in scheduling and coordinating meetings, preparing travel and expense reports. Smooth and professional with experience in enhancing executive productivity and improving business operations. Operates well with minimal supervision to meet demanding objectives. Looking forward to leveraging competencies in order to contribute value and achieve desired results within the organization.

Overview

16
16
years of professional experience

Work History

Secretary to Managing Director

Rongsheng Petrochemical (S) Pte Ltd
04.2022 - 09.2023
  • Provided general administrative support including scheduling meetings, making travel arrangements and managing documentation.
  • Maintained appropriate filing of personal and professional documentation.
  • Provided multifaceted services to career professionals by running errands, managing mail, scheduling appointments, and arranging transportation.
  • Attended meetings, draft meeting minutes and tracked action items.
  • Provided multifaceted services to professionals by managing mail, scheduling appointments and other administrative tasks.
  • Coordinated international and domestic travel logistics including flight itineraries, hotel reservations, VISA application and company chauffeur services.
  • Documented and distributed meeting notes to identify, analyze, and improve workflows.
  • Entrusted and displayed absolute discretion at handling confidential information in professional matter.
  • Conducted research and analyzed data to provide detailed reports on various business topics.
  • Processed travel expenses and reimbursements.
  • Supported business and hospitality needs of corporate partners and staff during meetings and company events.
  • Handled logistics, catering, restaurant bookings and travel arrangements for meeting and event planning for MD, ED and family.
  • Drafted agendas, recorded minutes and generated documents to facilitate meetings.
  • Assisted in preparation of financial reports, budgeting and forecasting for executive office.
  • Developed and implemented office policies and procedures to facilitate smooth workflow.
  • Assist MD and Executive Director (ED) on collation of documents for signatories and maintain proper records of signed documents accordingly.
  • Maintain proper records of customers and other related associates/business partners for MD. Assist in arrangement of festivities gifts to be sent to external parties on behalf of Company.
  • Be part of corporate culture committee members to plan, conceptualize and make other logistical arrangement for Company corporate events, team building related activities and festive related events.

Personal Assistant to General Manager (GM)

Awin Resource International Pte Ltd
02.2020 - 04.2022
  • Acting as first point of contact in dealing with correspondence and phone calls
  • Provide full secretarial and administrative support to GM’s office
  • Managing calendar, organizing meetings and appointments including keeping track of meeting minutes
  • Design, consolidate and prepare business reports for PPT presentations
  • Managing expenses claims, filing systems, implementing and maintaining procedures/administrative systems
  • Translation of various documents in bilingual formats
  • Monitoring GM’s email and responding if required, preparing communications on behalf of GM’s office
  • Maintain high degree of confidentiality in handling sensitive and confidential information
  • Booking and arranging complex travel itinerary, VISA, transport and accommodation.
  • Responded to emails and other correspondence to facilitate communication and enhance business processes

Senior Events Executive

IBC Asia Pte Ltd
06.2014 - 08.2019
  • Provide comprehensive administrative support to C-suite (international speakers & government agencies), schedule meetings, coordinate travel arrangements and manage all operational tasks
  • Coordinate with contracted hotels on rooming lists, meeting rooms’ layout configuration, registration, meeting materials, catering and audio/visual equipment set up
  • Recruitment of event staffs/volunteers, as required
  • Conduct site visits, review floor plans and develop site maps with relevant stakeholders to achieve anticipated results within tight timelines
  • Liaison to all conference production, marketing, sponsorship and exhibition teams throughout event process (pre-event, onsite and post-event)
  • Collaborate with all event sponsor clients to secure and meet all project deliverables
  • Effectively negotiate with suppliers to obtain budgeted quotations and manage delivery processes
  • Manage event expense allocation, forecasting, hotel settlement, invoicing and reimbursement activities
  • Establish and cultivate good relationships with sponsors, suppliers, speakers, delegates, media and association partners
  • Managed operational and administrative functions to ensure events are delivered efficiently
  • Administer proper and accurate post-event reports in timely manner.

Senior Events Executive

Challenger Technologies Ltd
06.2010 - 06.2014
  • Establish effective communication and negotiate agreements with external vendors and contractors
  • Manage funding and build good rapport with key vendors and mall management
  • Coordinate event crews’ schedules, task assignments and AV equipment allocation to achieve roadshow’s goals and objectives
  • Monitor and track inventory sales, marketing and promotional materials
  • Maintain event calendar and implement internal process to achieve productivity
  • Resolve all operational issues and execute event’s program effectively
  • Organize and oversee all installation, modification, cleaning and post-event dismantling processes.

Secretary to Vice President

Resort World Genting Bhd
11.2007 - 10.2008
  • Provide secretarial & administration support to Casino Marketing department
  • Administer correspondences, reports and various documents
  • Organize and coordinate meetings, events and conferences
  • Facilitate travel arrangements for VP and senior VP
  • Taking minutes of weekly department meetings
  • Support and maintain office filing system
  • Schedule business appointments and maintain meeting calendars
  • Manage all internal enquiries and provide relevant information.

Education

Diploma in Business Studies (Marketing) -

Tunku Abdul Rahman College
Kuala Lumpur, Malaysia
01.2010

SPM (Accounting) -

SMK Canossian Convent
Johor, Malaysia
01.2007

Skills

  • Languages (Written and Spoken): English, Mandarin, Bahasa Melayu
  • Proficient in Microsoft Word, Excel, PowerPoint, Adobe, SAP
  • Singaporean Driving License Class 3
  • Schedule & Calendar Management
  • Database Entry
  • Event Planning
  • Time Management
  • Multitasking and Organization
  • Meticulous Attention to Detail
  • Resourceful
  • Complex Problem-Solving
  • Business Writing
  • Strong Problem Solver
  • Organizing and Preparing Meetings
  • Office Management
  • Travel Administration & Expense Management

Languages

Chinese (Mandarin)
Bilingual or Proficient (C2)
English
Bilingual or Proficient (C2)
Malay
Bilingual or Proficient (C2)

Timeline

Secretary to Managing Director

Rongsheng Petrochemical (S) Pte Ltd
04.2022 - 09.2023

Personal Assistant to General Manager (GM)

Awin Resource International Pte Ltd
02.2020 - 04.2022

Senior Events Executive

IBC Asia Pte Ltd
06.2014 - 08.2019

Senior Events Executive

Challenger Technologies Ltd
06.2010 - 06.2014

Secretary to Vice President

Resort World Genting Bhd
11.2007 - 10.2008

Diploma in Business Studies (Marketing) -

Tunku Abdul Rahman College

SPM (Accounting) -

SMK Canossian Convent
Jess Ling