Vivien Foo
Summary
Dedicated and results-driven Senior Team Administrator with a pleasant disposition and willingness to learn. Highly organised and experienced Senior Team Administrator with more than 10 years of experience providing exceptional support to leadership teams, executives, and cross-functional groups. Proven history of driving administrative efficiency, streamlining processes, and ensuring seamless day-to-day operations.
Overview
27
27
years of professional experience
Work History
Senior Team Administrator
GlaxoSmithKline Consumer Healthcare Pte Ltd
08.2012 - 07.2024
- Effectively managed and organized schedule, proactively aligning it with business priorities without needing constant direction. Consistently communicated updates to key stakeholders and resolved conflicts by offering practical solutions.
- Ensured efficient management of expenses, invoices, and purchase orders for the leader and team.
- Planned and managed travel, prepared agendas for trips
- Managed all aspects of meeting logistics including visitor coordination, catering arrangements, and event coordination. Worked collaboratively with both internal and external teams to ensure successful outcomes.
- Facilitated communication between the senior leader and external agencies or third parties as needed
- Provided support in managing communication tasks for senior leader
- Contributed to the onboarding of new team members and provided assistance to new starters, while coordinating with HR for handling movers and leavers
- Provided guidance and support to new team members, helping them navigate processes and systems.
Executive Assistant to Regional Vice President, Supply Asia Pacific & Japan
AstraZeneca Singapore Pte Ltd
07.2008 - 06.2012
- Managed calendar and coordinated appointments, meetings, and teleconferences across multiple locations including booking meeting rooms in local and overseas offices.
- Managed all aspects of travel logistics for the department, which involved arranging hotel accommodations, transportation transfers, and potentially securing visas
- Arranged and coordinated regional/local conferences, meetings, seminars, and workshops
- Prepared and submitted expense claims, ensuring accurate figures and timely submission
- Assisted in creating presentation materials and reports through the utilization of PowerPoint, Words, and Excel.
- Efficiently planned and executed various departmental functions
- Liaise with international group offices on business related matters; maintain confidentiality
- Ensured an efficient filing system by managing incoming and outgoing correspondences, mails, and contact list.
- Secretarial functions include personal administration matters and errands
- Managed incoming calls and greeted visitors effectively.
Secretary to Managing Director
Albemarle Asia Pacific Company
04.1997 - 05.2008
- Coordinated appointments, meetings, and conference calls while managing logistics requirements. Booked meeting rooms and prepared meeting agendas, effectively informing attendees of meeting dates and venues.
- Managed all aspects of travel arrangements including flight reservations, hotel accommodations, visa applications, transfers, and the preparation of travel itineraries.
- Ensured smooth organization and coordination of regional/local conferences, meetings, seminars, and workshops
- Initiated and drafted correspondence on routine matters
- Maintained confidential documents, implemented proper filing procedures, managed correspondence and records
- Manages scheduling and implementation of quarterly office safety meetings and associated activities
- Submission of office monthly safety report
- Any other ad hoc duties as assigned.
Secretary to the Director Technical Services
Akzo Nobel Chemicals Pte Ltd
04.1997 - 05.2008
- Coordinated appointments, meetings, and conference calls while managing logistics requirements and booking meeting rooms. Prepared meeting agendas and ensured attendees were informed of meeting dates and venues.
- Managed all aspects of travel arrangements including flight reservations, hotel accommodations, visa applications, and transfers while also preparing comprehensive travel itineraries.
- Demonstrated a proactive approach by initiating and drafting routine correspondence, with prompt follow-up on all matters.
- Maintain confidential documents, proper filing procedures, correspondence and records
- Performed additional duties assigned on an ad hoc basis.
Education
Diploma of Business Studies/Administration/Management - Business Management
Management Development Institute of Singapore
Certificate in Business And Industrial Management - Business Administration And Management
Management Development Institute of Singapore
Singapore, Null, SingaporeSkills
- Time Management
- Multitasking
- Organised
- People Skills
- Decision Making
- Proficient in Microsoft Office (Outlook, Word and Power Point), Adobe Acrobat,
Languages
Chinese - Mandarin
English
Timeline
Senior Team Administrator
GlaxoSmithKline Consumer Healthcare Pte Ltd
08.2012 - 07.2024
Executive Assistant to Regional Vice President, Supply Asia Pacific & Japan
AstraZeneca Singapore Pte Ltd
07.2008 - 06.2012
Secretary to Managing Director
Albemarle Asia Pacific Company
04.1997 - 05.2008
Secretary to the Director Technical Services
Akzo Nobel Chemicals Pte Ltd
04.1997 - 05.2008
Diploma of Business Studies/Administration/Management - Business Management
Management Development Institute of Singapore
Certificate in Business And Industrial Management - Business Administration And Management
Management Development Institute of Singapore
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