Summary
Overview
Work History
Education
Skills
Languages Spoken
Timeline
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Vivien Sharon George

Vivien Sharon George

Summary

Experienced executive assistant with a proven track record supporting senior expatriate leaders across various industries, including consulting, commercial real estate services & investment, pharmaceutical, banking, FMCG, oil & gas, automobile, IT systems event management, and legal. Provided exceptional support to partners by delivering speedy and accurate responses, coordinating meetings, preparing correspondence reports and presentation materials, and efficiently managing office administration. Prioritized client confidentiality. Proficient in software and IT applications such as Concur, SAP, Oracle, I Shop, and Microsoft Office Suite. Successfully improved processes and achieved outstanding sales results as an operation business analyst. Recognized for outstanding performance. Managed all office matters from start to finish as an office manager responsible for setting up a new Rep Office in Singapore. Effective communicator with excellent people skills and ability to multitask when interacting with clients, suppliers, banks, associates, overseas agents, distributors, HQ, international representative offices, and the public both in person and over the telephone.

Overview

33
33
years of professional experience

Work History

Executive Assistant

BAIN & COMPANY
08.2022 - 08.2023
  • Supporting3 Partners
  • Work Scope:
  • Provide a high standard of secretarial and administrative support and assistance to three partners
  • Monitor Partner’s email and respond their behalf
  • Ability to prioritize tasks and meet deadlines
  • Focus on diary management for the partners
  • Setting up of conference calls & video Conferencing via Zoom or Teams
  • Prepare material for the meetings
  • Booking Meeting rooms for client and internal meetings
  • Organizing breakfast, lunches and dinners for important client meetings and team
  • Coordinating travel plans and itineraries
  • Maintaining team holiday calendar and major events
  • Timesheet management for three partners
  • Collaborate with other EA’s and internal departments to ensure all are in order
  • Provide support for other EA’s when they are on leave
  • Drafting and reviewing correspondence
  • Proficiency in managing expense reports through company’s software
  • Proficiency in Microsoft office Suite
  • Arrange for VISA application
  • Consult with internal and external clients, responding to queries in a timely and efficient manner
  • Reason for leaving: Contract assignment completed

Executive Assistant

CBRE
11.2021 - 08.2022
  • Supporting Vice President and Managing Director
  • Work Scope:
  • Provide a high standard of secretarial and administrative support and assistance to the senior leader
  • Diary management, travel booking, meeting organization and event coordination
  • Drafting and reviewing correspondence
  • Arrange and manage travel preparations (COVID-19 travel requirements, PCR test booking, etc.), submission and tracking of expenses and facilitation of travel approval requests (CTM - Lightning System)
  • Support VISA application and arrangements
  • Setting up of conference calls & video Conferencing
  • Gather and prepare presentations / reports
  • Consult with internal and external clients, responding to queries in a timely and efficient manner
  • Reason for leaving: Contract assignment completed

Executive Assistant

Servier (S) Pte Ltd
07.2019 - 11.2020
  • Supporting Head of Human Resources APAC & Head of Compliance APAC
  • Work Scope:
  • Provide secretarial and administrative support to Head of Human Resources APAC & Head of Compliance APAC
  • Arrange and follow up on international travel arrangements / hotel bookings involving multiple locations and individuals and process all related travel expenses
  • Maintain calendar and schedule meetings
  • Organize key workshops and meetings including overseas venues for large meetings and offsite internal meetings locally via Video Calls
  • Responsible for overall coordination of events and activities locally and overseas
  • In-depth coordination with other countries on arrangements for guest arrival coordination and services, hotel arrangements and venues
  • Gather and prepare presentations / reports
  • Prepare expense claim and tracking and follow-up on invoices and payment accordingly
  • Process Purchase Order for procurement purpose – events, office equipment
  • Manage all SOP for HR & Compliance APAC and that all documentations are always comply
  • Manage and update the BOX Drive (like SharePoint) HR & Compliance
  • Human Resources Support
  • Prepare correspondence, forms, manuals, schedules, contracts, and reports for HR APAC
  • Compile pertinent data whenever preparing various reports (example: Movement Reports during the COVID19 for APAC ,Statistical Data Reports, Headcount Reports)
  • Initiate and maintain physical and computerized departmental files for all employees and applicants including verification of completeness of files
  • Responsible for online application process, including verifying completeness of files, sending acknowledgement emails or letters, and notifying those not selected for employment
  • Maintain confidentiality of information
  • Manage the full spectrum of local payroll processing through our payroll outsourcing vendor
  • Manage government statutory submission & claims (e.g.: Childcare leave, parental leave, NS etc.)
  • Monitoring of government regulations, legislation, and market trends
  • Support the onboarding and clearance process for new hires, staff relocation and resignation
  • Prepare new forms and policies for HR APAC
  • Manage and tracks the annual staff cost budget for Regional
  • Ensures accuracy of data in the system
  • Reason for leaving: Contract assignment completed

Executive Assistant

J.P. Morgan Singapore
12.2018 - 02.2019
  • Supporting1 Vice President and2 Assistant Vice President
  • Work Scope:
  • Diary management and administration assistance for portfolio of approximately3 ED in the leadership team
  • Prepare correspondence, reports, and presentation material
  • Coordination support / liaison with other personal assistants to set up meetings and send out calendar invitations
  • Assist in setting up Telepresence room bookings
  • Receive and process internal and external mail
  • Maintenance of organization charts / resource plans
  • Coordination and booking of complex travel arrangements and accommodation
  • Assist in organizing town halls, offsites and other events
  • Reason for leaving: Had to take care of my ailing mother

Personal Executive Assistant

Deutsche Bank Ag
12.2017 - 07.2018
  • Supporting Managing Director – Deputy Head Anti-Financial Crime (AFC) Asia Pacific
  • Work Scope:
  • Supporting to Managing Director (60%)
  • Handle comprehensive calendars to ensure effective time management and prioritization of engagements where necessary
  • Able to deal with sensitive confidential information for MD and stakeholders
  • Establishes trust to be able to oversee extensive telephone and email correspondence for MD and stakeholder
  • Prepare materials for internal and external mandates e.g., presentations, spreadsheets, management reports, agendas, minutes of meeting to a professional standard, maintaining diligence
  • Facilitates the MD & five senior managements travel plans with minimum disruption, including planning and booking detailed travel itineraries (flights, hotels visas), organizing travel meetings and reimbursement of travel expenses
  • Preparing and submitting expense claims promptly and accurately; Process corporate card and cash expenses for reimbursement on CONCUR system
  • Setup of meetings and town halls across multiple time zones, booking rooms & audio / video facilities, organizing passes, and coordinating catering so that events run without disruption
  • Co-ordinate on-boarding of new employees and contractors to minimize set-up time
  • Co-ordinate office supplies, seating plans and office moves to ensure efficient use of office resources, handling purchase orders and expense/ invoice processing in a timely manner
  • Works with other personal assistants where necessary to ensure support needs are covered during e.g., short-term absence
  • Provides administrative support to the team for project work or ad hoc activities, as necessary
  • Supporting KYC/AML Team40%
  • KYC – Review documentation for new customer accounts and evaluate high-risk accounts
  • Ensure each profile review complies with regulatory, compliance, internal standards and fit-for-purpose
  • Track the waiver process and records for local and global management control and oversight
  • Assist my AML team on various administration support
  • Reason for leaving: Contract assignment completed

Personal Assistant

ADM Asia Pacific Trading Pte Ltd
07.2017 - 10.2017
  • Supporting Chief Growth Officer & SEA Managing Director Work Scope
  • Work Scope:
  • Supporting to Chief Growth Officer & SEA Managing Director (60%)
  • Manage and maintain extensive CGO & SEA MD’s calendars and appointments
  • Administers complex travel and accommodation arrangements for both bosses
  • Ensure all required documentation for appointments and meetings are available for CGO
  • Reading, monitoring, and responding to CGO’s emails when required
  • Screen incoming phone calls and manage confidential correspondence and phone calls
  • Manage workflow delegation and information dissemination from CGO to direct reports
  • Arrange meetings or conferences by booking facilities
  • Handling CONCUR claims for CGO and SEA MD
  • Office Administration & Human Resources (60%)
  • Oversee all travel booking for the whole ADM office in Singapore and new employees
  • Administers visa, travel and accommodation arrangements for all office staff and visiting consultants
  • Consulting with various hotels in Singapore to provide better rates for ADM APAC
  • Maintain office stationaries and supplies
  • Supervise housekeeping personnel on her duties to ensure cleanliness, maintenance, and upkeep of office
  • Reason for leaving: Contract assignment completed

Executive Assistant

Mondelez Asia Pacific Pte Ltd
10.2013 - 12.2016
  • Supporting3 Directors (Global Marketing, Transformation and Corporate Government Affairs) & Team
  • Work Scope:
  • Secretarial & Office Administrative Support
  • Providing a full spectrum of secretarial support to Global Marketing, Transformation & CGA Directors
  • Answered & screening telephone calls & face to face enquiries
  • Comprehensive secretarial duties in terms of diary management, board/management meetings co-ordination and liaison with internal staff and external clients
  • Setting up of Conference calls & Video Conferencing via Lyncs
  • Setup travel arrangements including coordinating, planning, and managing all arrangements for all overseas travel and ensuring they are adequately equipped for each trip
  • Schedule appointments and coordinate meeting arrangements for internal and external guests
  • Claiming expense claims for all my bosses through Concur
  • Assist/Prepare presentations for Global Marketing sales meetings
  • Consulting with advertising companies together with Corporate Affairs team on Mondelez Corporate branding
  • Event coordinating - training and workshops for three functional teams
  • Consulting with external secretaries of Mondelez offices in APAC, Europe, and Asia Regions
  • Liaising with procurement team to review airlines rates, hotel bookings, stationaries, and order through SAP system
  • Review and confirm invoices from vendors and service providers before endorsing for payment processing
  • Arrange and prepare social gather for each department (example: Chinese New Dinner for the team, Team building event etc
  • Outstanding performance for2015
  • Exceeded Expectations for2016
  • Reason for leaving: Mondelez announced a global restructuring last year aimed at cutting20% of the workforce by the end of June2017
  • As a direct result, my role was transferred to a lower cost country
  • While I enjoyed my work very much and I take this as an opportunity to move on and get my career back on track

Executive Assistant (South East Asia Dept.)

J.P. Morgan Singapore
10.2013 - 12.2014
  • Supporting1 Managing Director and3 Vice President
  • Work Scope:
  • Secretarial & Office Administrative Support
  • Providing extensive secretarial support to President, Human Resource Team, SEA Legal Counsel, Head of AP Export and Corporate Affairs Manager
  • Responsible for answering & screening telephone calls & face to face enquiries
  • Comprehensive secretarial duties in terms of diary management, board/management meetings co-ordination and liaison with internal staff and external clients
  • Consulting with advertising companies together with Corporate Affairs on Mondelez corporate branding
  • Setup travel arrangements including coordinating, planning, and managing all arrangements for all overseas travel and ensuring they are adequately equipped for each trip
  • Schedule appointments and coordinate meeting arrangements
  • Claiming expense claims for my bosses through Concur
  • Prepare presentation and taking minutes for SEA HR team
  • Responsible for the co-ordination of interviews between candidate and interviewers
  • Coordination of training/ Lunch trainings/ New Hire Trainings/Campus Recruitment Events
  • Logistics for “Live meeting” during lunch trainings
  • Setting up of Conference calls & Video Conferencing
  • Consulting with external secretaries of Mondelez offices in APAC
  • Manage with the revamp of our office renovation in SEA Office
  • Consulting with procurement and vendors for flight, stationery and hotel bookings and order through SAP system
  • Review and confirm invoices from vendors and service providers before endorsing for payment processing
  • Prepare Birthday and Festival Events for SEA & AP Export team
  • Outstanding performance for2013 &2014
  • Reason for leaving: Mondelez announced a global restructuring last year aimed at cutting20% of the workforce by the end of June2017
  • As a direct result, my role was transferred to a lower cost country
  • While I enjoyed my work very much and I take this as an opportunity to move on and get my career back on track

Business Support to Regional Transformation Manager & Finance Team

British Petroleum
02.2013 - 08.2013
  • Supporting British, Indian Bosses
  • Work Scope:
  • Perform secretarial functions for the boss and team including dictation typing and maintaining
  • Correspondence, collection, clearing and disseminating of incoming faxes/e-mails, etc
  • Managing daily calendar and appointment schedules, which includes planning/preparation of business trip
  • Itineraries and application for visa through agent
  • Composes letters, memos, reports and generate confidential documents for my boss
  • Preparing PowerPoint presentations for meetings and conference events
  • Project planning for various projects
  • Oversee Private and Confidential Agreements for my direct boss
  • Arranging tele-conferences between various countries
  • Develop and delivered customized training solutions to business units which increased morale and skills
  • Organizing offsite workshops and other events
  • Received completion bonus for job well done
  • Reason for leaving: Contract assignment completed

Business Operation Analyst to As Global Team (Total no of Staff:6)

Cisco Systems, USA
02.2007 - 10.2010
  • Internal Promotion: Team Leader in2008
  • Supporting American & Australian Bosses
  • Work Scope:
  • Working as a Team Lead, I need to ensure the team is delivering day to day duties and performances
  • As a Team Lead, I am required to analysis and verify
  • Ensuring that requirement statements are complete, consistent, concise, comprehensible, traceable, feasible, unambiguous, and verifiable, and that they conform to standards
  • Achieving Sales Target from40% to120% on service sales in APAC
  • Working on reporting tools for various projects with different theatres to provide a common analysis to improve the process for sales and back office
  • Reviewing sales documents, change request to ensure there is no SOX compliance issues when delivering our services to customer/client
  • Responsible for Customer Satisfaction Index Analysis
  • Training the Sales Team on the end-to-end process of executing the deals for APAC on a quarterly basis
  • Travelled to Thailand, Mauritius and United States for training and conference meetings
  • Data Collection & Analysis based on process study
  • Report and present to Senior Management Team on a monthly basis on operation & sales performance
  • Reason for leaving: Housewife for2 years

Office Manager to Regional Director and Team Of10 Staff

Bentley Motors Limited
02.2004 - 01.2007
  • Supporting British, Australian And Singaporean Bosses
  • Work Scope:
  • Perform extensive secretarial functions for the Regional Director and the team including dictation
  • Typing and maintaining correspondence, collection, clearing and disseminating of incoming faxes/e-mails, etc
  • Assisting with my colleagues with PowerPoint presentations for their overseas meetings
  • Managing daily calendar and appointment schedules, which include planning/preparation of business trip, itineraries and making travel arrangement
  • Taking minutes during higher management and marketing departments
  • Assisting with the new set-up for the company for the registration of new business names, contractual agreement with parent company and government board
  • Working with Corporate and Marketing to consult with advertising agencies to promote our Bentley cars
  • Finance
  • Manage all company reports, accounts and work closely with head office in CREWE with the budget for next fiscal year
  • Preparing relevant documents to import our Bentley cars to Singapore
  • Oversee Private and Confidential Agreements for my direct boss
  • Human Resources
  • Manage full spectrum of HR matters; all aspects to application and renewal of work permits/employment pass to foreign employees
  • Issuing documentation, i.e., employment letters, promotion notices, testimonials, bonds, etc
  • Sourcing, handling all matters pertaining to rental for expatriate accommodations
  • Work closely with internal stakeholders and vendors to ensure benefits and payroll changes are processed monthly, ensure tax remittance are paid, review payroll journals, review month-end close payroll reconciliations in timely manner
  • Develop and delivered customized training solutions to business units which increased morale and skills
  • Resolve complex inter or intra department operational and administrative issues
  • Organize offsite workshops and events
  • Reason for leaving: The Rep Office moved to China

Executive Assistant to Head of IT & Ops & Team of78 Staff

Credit Suisse Private Banking
08.1999 - 11.2004
  • Supporting Swiss French and German Bosses
  • Work Scope:
  • Perform secretarial functions for the Head of IT & Ops and team of seventy-eight staff including dictation typing and maintaining Correspondences, collection, clearing and disseminating of incoming faxes/e-mails, etc
  • Managing daily calendar and appointment schedules, which include planning/preparation of business trip itineraries and making travel arrangement
  • Taking minutes during Information Technology and Operations meetings
  • Preparing PowerPoint presentations for meetings and conference events
  • Supporting the department in general administrative work
  • Assisted in handling of legal and compliance issues including Financial Consultants registration with appropriate regulators/exchanges, company licenses and monthly supervision report
  • Handle Private and Confidential Agreements for my direct boss
  • Arranging tele-conferences between various countries
  • Arranging company events and conferences together with Corporate Communication team
  • Traveling to Malaysia, Hong Kong and Switzerland for trainings and arranging conference meetings
  • Team Publish – Updating the various web sites
  • FrontPage – Updating the portal sites for the MGV sites
  • Globus - Updating Globus requests and reports
  • SLA Agreement – In Charge of all Service Level Agreement with CSFB and CSPB
  • KYC – Prepare and review documentation for new customer accounts
  • Negotiate with outside vendors
  • Manage IT/Operation costing and prepare budget with my accountant for the next fiscal year
  • Sourcing for suitable candidates for opening in the IT and Operation department
  • Oversee all aspects of application and renewal of work permits/employment pass to foreign employees
  • Issuing documentation, i.e., employment letters, promotion notices, testimonials, bonds, etc
  • Sourcing and managing all matters pertaining to rental for expatriate accommodations
  • Develop and delivered customized training solutions to business units which increased morale and skills
  • Resolve complex inter or intra department operational and administrative issues
  • Organizing Dinner & Dance, offsite workshops, and other events
  • Received recognition and promotion to Assistant Manager for outstanding performance
  • Reason for leaving: Looking for new challenges

Project Co-Ordinator to Senior Project Manager & Assistant Project Manager

Meeting Planners International Pte Ltd
02.1992 - 07.1999
  • Supporting Singaporean Bosses
  • Work Scope:
  • Selling booth space to the exhibitors
  • Preparing contract letters, invoices, and exhibitor manuals
  • Preparing marketing reports, sales reports, figure reports
  • Preparing PowerPoint presentations during marketing meetings
  • Updating floor plan and taking down minutes of meetings
  • Overseeing all administrative work for the department
  • Performing simple accounting and billing
  • Meeting potential clients for relevant exhibitions
  • Using public relation skills and sales tactics to boost the following year’s exhibitions
  • Going on-site to ensure all the necessary arrangements for the exhibitors are taken care of (e.g., checking on wiring, loading their equipment onto the stand, phone connections, etc.)
  • Reason for leaving: Better Offer/Prospects

Administrative Secretary to Lawyers

Mahan and Associates
01.1991 - 12.1991
  • Supporting Singaporean Bosses
  • Work Scope:
  • General secretarial duties
  • Planning court sessions
  • Simple accounting duties
  • Handling calls and correspondence whenever the lawyers were traveling
  • Handling travel arrangements for the lawyers
  • Reason for leaving: Better Offer/Prospects

Education

High School Diploma -

Diploma in Business Law
Singapore
06-2027

Certificate in Business Administration

Singapore Secretarial Training Centre (SSTC)
Singapore
12-1999

Certificate in Office Skills

Clementi Institute of Commerce
Singapore
12-1991

Skills

  • Executive support
  • Administrative support
  • Office management
  • Strong problem solver
  • Schedule & calendar planning
  • Office administration
  • Meticulous attention to detail
  • Information confidentiality
  • Customer Service-oriented
  • Customer service
  • Expense reporting
  • Scheduling
  • Calendar management
  • Interpersonal communication
  • Travel coordination
  • Meeting planning
  • Travel arrangements
  • Advanced MS office suite
  • Project planning
  • Staff management
  • Business administration
  • Spreadsheet tracking
  • Process improvements
  • Time management
  • Self-starter
  • Reliable and responsible
  • Microsoft office
  • Problem-solving
  • Team coordination
  • Team leadership

Languages Spoken

ENGLISH, MALAY & SIMPLE MANDARIN
ENGLISH

Timeline

Executive Assistant

BAIN & COMPANY
08.2022 - 08.2023

Executive Assistant

CBRE
11.2021 - 08.2022

Executive Assistant

Servier (S) Pte Ltd
07.2019 - 11.2020

Executive Assistant

J.P. Morgan Singapore
12.2018 - 02.2019

Personal Executive Assistant

Deutsche Bank Ag
12.2017 - 07.2018

Personal Assistant

ADM Asia Pacific Trading Pte Ltd
07.2017 - 10.2017

Executive Assistant

Mondelez Asia Pacific Pte Ltd
10.2013 - 12.2016

Executive Assistant (South East Asia Dept.)

J.P. Morgan Singapore
10.2013 - 12.2014

Business Support to Regional Transformation Manager & Finance Team

British Petroleum
02.2013 - 08.2013

Business Operation Analyst to As Global Team (Total no of Staff:6)

Cisco Systems, USA
02.2007 - 10.2010

Office Manager to Regional Director and Team Of10 Staff

Bentley Motors Limited
02.2004 - 01.2007

Executive Assistant to Head of IT & Ops & Team of78 Staff

Credit Suisse Private Banking
08.1999 - 11.2004

Project Co-Ordinator to Senior Project Manager & Assistant Project Manager

Meeting Planners International Pte Ltd
02.1992 - 07.1999

Administrative Secretary to Lawyers

Mahan and Associates
01.1991 - 12.1991

High School Diploma -

Diploma in Business Law

Certificate in Business Administration

Singapore Secretarial Training Centre (SSTC)

Certificate in Office Skills

Clementi Institute of Commerce

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Vivien Sharon George