Executive (Administration/ LAD)

Job Responsibilities:

• Provide coordination and administrative support for organisation of EMA Board and committee meetings by arranging meeting schedules, calling, collating & clearing of meeting agenda items, sending out the meeting materials, preparing logistical arrangements on actual meeting days (which includes hosting MS Teams meetings) and board lunches/events.

• Provide administrative support for EMA Board and subsidiaries' renewals by maintaining updated board contact lists, profiles & CVs, preparing welcome letters/appointment letters for new members, sending induction board kit to newly appointed members, arranging for briefing to new members, preparing appreciation plaques for retiring members and arranging of appreciation and welcome lunch

• Provide administrative support for EMA Board and subsidiaries matters such as compiling/updating the bi-annual board members' disclosure of interest declarations, collating annual declaration on Code of Conduct by board members, coordinating self-assessment of Board's performance, arranging payment on annual board allowances, arranging of annual lunch with MTI, updating SOPs and EMA Intranet on governance matters

• Provide administrative support for EMA registry by taking charge of the central registry records inventory, ensuring that hardcopy files are filed in a secure manner, retrieving files for staff on request and ensuring their return,  digitisation of registry files(where needed), disposal of files beyond retention period, including taking on the role as e-Registry alternate administrator and file board related matters in the e-Registry, updating EMA Intranet on Registry matters, organising regular Record Managers' bonding sessions, designing registry advisories, quizzes and conducting spot checks to ensure staff compliance to clean desk policy

• Process e-invoices and to tag the e-invoice to the Purchase Orders, when required

• Any other duties as assigned

Requirements

• A good diploma in any discipline, with at least 3 years' of relevant work experience in office administration and/or board secretariat work

• Good coordination and organisation skills, with ability to interact and communicate well with people at all levels  

• IT savviness with good knowledge of MS Teams

• Meticulous, ability to multi-task and work under tight timelines, when needed