Sharifah Juwita
Summary
To secure a responsible position with a progressive company that will utilize skills, experiences and provide growth opportunities. Experienced Office Management and Administration Professional and Marketing experienced optimizing productivity, efficiency and service quality across various environments. Highly dependable, ethical and reliable support specialist and leader that blends advanced organizational and business acumen. Works effectively with cross-functional teams in ensuring operational and service excellence.
Overview
27
27
years of professional experience
Work History
Administrative Manager
BIOTRONIK Asia Pacific Pte Ltd
06.2021 - Current
- Manage and organize all internal & external Vascular Intervention and Cardiac Rhythm events from planning, budget control and execution
- Manage Asia Pacific events: Regional and International congresses and symposium
- Support participants with invitation letters for visa purposes and hotel bookings for all internal & external meetings
- Organize big event such as virtual Asia Pacific Kick-off annually
- Coordination with 3rd party for all logistics arrangement for Asia Pacific Congresses based on APACmed rules
- Support Product Team management, Digital Marketing and Marketing Director on administrative
- Monitor all Marketing Director meetings schedule and calendar and update team if required
- Manage and circulate all internal & external Vascular Intervention and Cardiac Rhythm Management information and details from headquarter to countries
- Prepare speaker agreement, non-disclosure agreement (NDA) and consent form for physician’s honorarium fees with legal template
- Main contact for contract agreement and coordinate with legal person
- Budget Management for all marketing expenses and events
- Vendor Management: to implement regular vendor with good negotiation, quality and service
- Support customer logistics during events
- Support all meetings and training logistics such as accommodation, meeting room bookings, arrange meals and transportation
- Coordinate educational program, B-CONNECTED with countries for certificates, logistics quotation and final invoices
- Coordinate external program International Fellows Program initiated and organized by headquarter
- Coordination with Marketing team for monthly newsletter and press release
- Plan and execute the newsletter timely
- Coordinate and arrange Marketing Council Calls monthly and Council Meeting twice a year
- Set-up dry run council meetings internally and create agenda
- Support Product Marketing team to prepare roadmap planning
- Support Marketing team with product campaign, printing flyers, folders, set-up calls
- Support Marketing tools such as TEAMup calendar for APAC region, Mentimeter: polling software, BIOhub: for training users, task manager, Miro board for brainstorming and projects
- Business expense request for vendors and follow up payment
- Support online internal training during covid 19 period via zoom call, coordination on registration list, attendance list and monthly report
- Flight booking via concur for direct flight and coordinate with travel agency for multiple destinations
- Prepare presentation for Marketing Director on events & activities
- Prepare expense claim via concur system for Marketing Director
- Prepare and coordinate induction program of new hire for APAC Marketing team.
Event Manager
BIOTRONIK Asia Pacific Pte Ltd
05.2015 - 05.2021
- Manage and organize all internal & external Vascular Intervention and Cardiac Rhythm Management Asia Pacific events: Regional and International Congresses, symposium
- Organize big event such as Asia Pacific Kick-off annually
- Coordination with 3rd party for all logistics arrangement for Asia Pacific Congresses based on APACmed rules
- Planning and execution: own events from advance planning and execution feedback
- Budget Management for all Marketing expenses and events
- Coordination with stakeholders of their needs, requirements for any event
- To be align with them for better execution
- Vendor Management: to implement regular vendor with good negotiation, quality and services support customer logistics during events
- Coordination with Marketing team for monthly newsletter
- Plan and execute newsletter timely
- Coordinate and arrange Marketing Council Calls monthly and Council Meeting twice in 1 year
- Establish and implement shared folders for Marketing materials to be shared with stakeholders
- Upload materials regularly into system
- Support Marketing team with product campaign, printing flyers, folders, set-up calls
- Support Marketing team administrative such as update their leave database movement
- Business expense request for vendors and follow up payment
- Support online internal training during covid 19 period via zoom call, coordination on registration, attendance list and monthly report.
Executive Secretary to Vice President
BIOTRONIK Asia Pacific Pte Ltd
03.2011 - 05.2015
- Provided Secretarial support to VP, Asia Pacific and all team in Singapore office
- Main contact for new office set up in Singapore
- Handled emails/correspondences, maintaining office files
- Set-up new office by implement and engage new travel agency, corporate hotels and vendor
- Travel arrangements including all travel matters such as flight bookings, visa application to team in Singapore
- Process of travel expenses & reimbursement for VP
- Coordination and organize offsite meetings held in hotel and overseas such as Kick Off and Management Team Meeting
- To check, control, order office stationery and pantry supplies (e.g
- Photocopy papers, printer Cartridges and beverages stocks etc.)
- Collect, sort and distribute incoming mails from mailbox to the respective Team accordingly
- Coordination of meeting rooms booking or conference rooms within office premise
- Purchase requisition for any orders and reimbursements to external parties (Vendors)
- Handling of administration related issues of new employees
- For example, telephone lines / PC / standard stationery, mobile phones, onboarding program for new hire
- Set-up laptop and computer for all new joiners and coordinate with the IT external and internal
- Update of fixed assets
- Provide general secretarial and administrative support to SEA and AP team as and when required
- Updating movement schedule to SEA & AP team
- To update organization chart as when needed
- To coordinate and liaise with management team as when required
- Coordination for International Congresses with HQ for Asia Pacific region
- Coordinated and collaborated with finance director for office moved from office search, new office renovation, liaise with mover.
Secretary
Aon Singapore Pte Ltd
07.2010 - 02.2011
- Clear mails daily
- Updating policy into words doc
- Flight bookings arrangement
- Hotel bookings for guest
- Organize internal meetings & roadshow
- Coordination of internal trainings
- Admin support to team
- Secretarial support to Executive Director & team leaders
- Consolidate financial reports
- Extract financial data from database system monthly.
Executive Assistant to Vice President
Bayer (South East Asia) Pte Ltd
11.2004 - 07.2010
- Provided Secretarial support to VP, handled emails/correspondences, maintaining office files, consolidate monthly Management Report
- Travel arrangements including all travel matters such as visa application to VP & HR Business Partner
- Provide general secretarial and administrative support to the Regional Team as and when required including Head of Finance and Head of Marketing
- Process of travel expenses & reimbursement
- Coordination and organize offsite meetings held in hotel and overseas such as Asia Leadership Team Meeting, High Performance Club and monthly Management Team Meeting
- To check, control, order office stationery and pantry supplies (e.g
- Photocopy papers, printer cartridges, and beverages stocks etc.)
- Collect, sort and distribute incoming mails from the pigeon hole to the respective Team
- Coordination of meeting rooms booking or conference rooms within office premises
- Purchase requisition for any orders and reimbursements to external parties (Vendors)
- Handling of administration related issues of new employees
- For example telephone lines / PC, standard stationery& onboarding program
- Handling incoming calls of the Regional Team during their absence
- Set-up of conference calls / video conference
- Updating calendar on movement for VP tight schedule in lotus notes
- To read mails and update VP when he was travelling or on vacation
- Assist VP for presentation on powerpoint
- Involve in any conference calls as when required
- Coordination with the president's / COO’s assistant in USA for VP movements especially on travel schedule, meetings and 1to1 call
- Updating movement schedule to Asia team
- Arrange of 1to1 call /meeting for VP with the Management Team
- To update organization chart as when needed
- To coordinate and liaise with Management Team as when required
- Coordination for senior Management Team such as President & COO trips to Asia
- Coordination of Asia Newsletter
- Oversight of an innovative online database of Best Practices& critical information in “BDCAsia World”.
Accounts Assistant
Nelco Products Pte Ltd
07.1997 - 12.2003
- Secretary to Regional Finance Director
- Company Secretarial Matters - Director's Resolutions, Submission of Annual return forms and AGM
- And liaise correspondences with company secretary
- Administrative Support for the Finance Department
- Regular documentation filings with various Government Statutory bodies
- General Insurance renewal and claims
- Monthly Bank Reconciliations
- Fixed Assets spending Control and Monitoring
- Partially of Accounts Payable - raise cheque, TT, update invoices, enter new vendor, etc
- Reimbursement of Petty Cash
- Partially of Accounts Receivable - cheque deposit, invoicing, daily sales reports & etc
- Raw Material system receiving.
Education
Skills
- Office & Administrative
- Secretarial
- Event management
- Event planning and execution
- Process Management
- Planning and controlling
- Good negotiation with vendors
Accomplishments
BIOTRONIK Asia Pacific Pte Ltd
- Organized annual SEA Kick-off in Kota Kinabalu, Feb 2024 and went successfully.
- Organized a hybrid BIOTRONIK Interventional Gala Symposium (BIG) on 6 Nov 2022 physical in Singapore & Hong Kong. Total attendees of 207.
- Coordinated with Digital Marketing Assoc Director to organize a major Cardiac Rhythm Management congress, APHRS in Hong Kong (Sept 2023) and Singapore (Nov 2022). Both were well executed with good traffic of physicians at the booth with Electrophysiology (EP) focus.
- Organized annual SEA/Korea Kick-off in Kota Kinabalu, Jan 2020 and went successfully.
- Project leader for a major Cardiac Rhythm Management congress, APHRS in Oct 2019 at Bangkok. It was well executed with good traffic of physicians at the booth, technology suites.
- Organized the biggest annual Asia Kick off in Bangkok, Jan 2019 with 580 participants include Japan. It went very successfully.
- Organized and collaborated with CRM Product Manager for the first Heart Failure Symposium (HF) in 2018 with 80 physicians participated.
- Organized annual Asia Pacific Kick off in Hanoi, Feb 2018 and went successfully.
- Coordination with countries for all 3 meetings going on concurrently during one of congresses in Singapore such as product wetlab, Investigator Meetings and lunch symposium for AsiaPCR in Jan 2017.
- Promoted from Executive Secretary to Event Manager, Asia Pacific in May 2015.
- Organized annual Kick off Asia Pacific and inauguration of Asia Pacific Headquarter, Singapore in 2012; Bali in 2014 and Kota Kinabalu in 2015 successfully.
Bayer (SEA) Pte Ltd
- Promoted from Secretary to Executive Assistant to Vice President in Jan 2007.
- Organized Asia Leadership Team Meeting in Macau, 2008; Sanya in 2009 and Langkawi in 2010. High Performance Club in Korea, 2008 successfully.
- Promoted to next grade level of Executive Assistant in March 2010.
Highest Education
- LCCI Diploma in Private Secretary
- LCCI Diploma in Business Administrative
Personality
- Independent and meticulous.
- Multi-tasks
- Discipline
- Efficient
- Flexible
- Positive and can-do attitude
- Team player
Personal Information
Age: 48
Timeline
Administrative Manager
BIOTRONIK Asia Pacific Pte Ltd
06.2021 - Current
Event Manager
BIOTRONIK Asia Pacific Pte Ltd
05.2015 - 05.2021
Executive Secretary to Vice President
BIOTRONIK Asia Pacific Pte Ltd
03.2011 - 05.2015
Secretary
Aon Singapore Pte Ltd
07.2010 - 02.2011
Executive Assistant to Vice President
Bayer (South East Asia) Pte Ltd
11.2004 - 07.2010
Accounts Assistant
Nelco Products Pte Ltd
07.1997 - 12.2003
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