At Alcon, we are driven by the meaningful work we do to help people see brilliantly. We innovate boldly, champion progress, and act with speed as the global leader in eye care. Here, you’ll be recognized for your commitment and contributions and see your career like never before. Together, we go above and beyond to make an impact in the lives of our patients and customers. We foster an inclusive culture and are looking for diverse, talented people to join Alcon.

Major Accountabilities:

The role will primarily support the Senior Leader (Vice President, Quality & Regulatory Affairs Management for APAC) in an Executive Assistants’ duties which include travel arrangement, expense management, calendar management, meeting arrangements across multiple time zones, visitor hosting, team events/ workshops/team buildings, meeting preparation (such as meeting agenda, minutes, presentations, reporting).

The role will also support the APAC Quality and Regulatory Affairs (QRA) department in administrative tasks as assigned which include data compilation, data abstraction and using data visualization tools for reporting / presentation, manage and maintain data and metrics in department repositories and IT systems, invoice and PO management, organizing VP-1/-2 Leaders in meetings/workshops/team buildings and other administrative duties as assigned.

Provide high level administrative support to the Senior Leader, including managing their calendar, scheduling appointments and coordinating meetingsCoordinate travel arrangements, including booking hotels and ground transportation, visas, preparation of detailed itineraries for the Senior Leader with the overall objectives of maximizing participants’ timeAnticipate potential conflicts (i.e., schedule issues, critical meetings, location issues) and raise to address/resolve in advance whenever possibleOrganize and assist with online, hybrid and in-person events and large team meetings (e.g., team dinners, leadership off sites, quarterly department calls, leaders’ one to one sessions with direct reports, company wide events)Ensure completion of expense reports on Concur for the Senior Leader according to finance travel & expenses guidelineCoordinate events assigned by Leaders (including Senior Leaders, respective function heads VP-1/-2) including workshops, team building in country and off countries.Prepares materials including presentations, minutes taking in key meetings where needed and ensure country heads have access to key meeting information including agenda, presentation materials and other relevant meeting information ahead of timeUsing data visualization tools (such as infographics, Canva, other visual tools) to create presentation slides for leaders at bi-annual townhall and monthly leadership meetingsAct with high degree of independence as liaison with inside (within country and with region) and external contactsManage the department administration budget and work with all functions to ensure strong support to their administrative needs in the most cost-effective way possible, including procurement of office supply needs and other consumables as required.Collaborate with department team members on activities to engage in learning and self-developmentGreet and engage internal and external visitors, including providing necessary preliminary information and ensuring professional interaction at all times.Manage and maintain departmental data and metrics in department repositories and QRA IT systemsSupport in tracking timely regulatory and quality updates in monthly reports and submission/approval dashboardsCompilation of data from various dashboards and repositories to prepare reports for trend analysis and reporting to senior managementSupporting onboarding training of new staffManage / Create Purchase orders (PO) for activities conducted by the departmentsSupport ad-hoc request required administrative assistance

Education:

Diploma certificate and aboveExperience: Minimum 5 years of executive experience supporting Senior Management; preferably in a head / regional office location.Experience with event planning and/or working with event planning companies.Experience of calendar management across multiple time zonesExcellent computer and technology application skills with competency in Microsoft Office applications, particularly Excel, Word and PowerPointExperience in using data visualization tools to prepare presentations/reporting. (Preferred: strong data storytelling using data, information and data visualization tools).

Key Competences / Behaviours:

Organised, detail-oriented and responsibleMaintains confidentiality and posses sense of urgencyAbility to manage multiple tasks/projects simultaneously under pressure in a busy environmentGood communication and interpersonal skillsAble to work independently and self-initiativeWork effectively as a team player in a collaborative environment as well with EA peers and members of the greater organizationSingaporean /Permanent Residents of Singapore only - no visa sponsorship will be provided.

How You Can Thrive at Alcon:

Opportunity to work with a leading global medical device company.Collaborate with a diverse and talented team in a supportive work environment.Competitive compensation package and comprehensive benefits.Continuous learning and development opportunities.

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