Administrative Assistant, Lead

Location SG-Singapore
Job ID
98633
Function
Administration
Recruiter
Sri Sharmila Banu Dorai Raj
LITag
#LI-SB1
Employment Type
Employee (Full-time)
Position Level
Support Lead

Overview

At Zebra, we extend the edge of possibility by shaping the future of work on the front line—reinventing how businesses run and moving society forward.

We are a community of changemakers, innovators and doers who come together to deliver a performance edge to the front line of business. We develop new technologies and create new solutions with partners to help organizations act with greater visibility, connectivity, and intelligence—delivering better experiences for workers and those they serve.

Being a part of Zebra means being seen, heard, valued, and respected as you define your path to a fulfilling career. Here, you’ll have opportunities to learn and lead at a leading company, and you can channel your skills towards causes that you and the Zebra community care about, locally, and globally.

Together, we've only begun to define the edge of what's possible—for our people, our customers, and the world.

Build your edge. Build what's next.

Define the edge of what's possible—for our people, our customers, and the world.

 

Provides administrative and clerical support typically to Vice Presidents. This involves arranging complex travel itineraries, scheduling meetings using various types of media, collecting data from a wide variety of sources and preparing reports involving judgment and analysis, and maintaining a high level of confidentiality.

Responsibilities

    • Budgeting
      • Tracking, monitoring the APAC Legal Team’s fiscal year budgets on a quarterly basis including monitoring accruals; such budgets would typically include the APAC Legal Team’s travel and related expenses;
      • Tracking and monitoring the APAC Legal Team’s outside counsel spend on a quarterly basis;
    • Regional and Global billing operations
      • Coordinating with regional attorneys as well as outside counsel for timely submission of bills (we have many outside counsels given the number of countries we cover in APAC); training OC to use Legal Tracker; ensuring that information uploaded is accurate and in compliance with internal policies etc;
      • On global billing, administering and maintaining a portfolio of matters and ensure the prompt issuance of bills, research and communicate billing issues or concerns, submit weekly batch reports to A/P and accrual reports to Finance, set up new vendors, clean up open/closed matters in billing system, assist with special billing projects, track spend on check and wire payments, maintain combined payment log with foreign currencies and reporting and submitting stuck invoices to Finance
    • Contract Administration
      • Managing and administering the company’s contract repository, APPTUS, including reviewing applicable fields, uploading information / data and storing executed copies of contracts and filing hard copies of contracts in our physical locations;
      • Manage workflow for contract review process for a variety of contract types, beginning with receipt of requests for contract generation through routing for signatures and final distribution.
      • Assist with maintenance and improvements of contracts management processes and system as well as implementation and enforcement of contract policies;
      • Coordinate with cross-functional teams during contract review, acting as a key contact for the legal department by providing guidance on commonly requested edits, non-standard terms, policies, questions, etc

General Administration

  • Coordinates meetings by managing complex calendars and potential conflicts
  • Arranges and coordinates complex travel reservations and itineraries
  • Responsible for meeting planning and logistics, including conference facilities, video-conferencing, equipment, refreshments and interfacing with 3rd party vendors
  • Assembles materials for meetings
  • Collects data from a variety of sources and prepares a variety of reports involving judgment and analysis
  • Maintains high level of confidentiality
  • Identifies areas for improvement and recognizes, initiates and implements improvements of work processes
  • Displays considerable judgment, initiative and political sensitivity
  • Displays initiative.
  • Demonstrates enthusiasm for solving problems and adding value to the Company

 

 

Job Requirements:

  • Preferred Education: Diploma or above preferred.
  • Preferred Work Experience (years): 4+ years of Administrative experience.
  • Key Skills and Competencies:
    • Intermediate to Advanced computer skills required; working with multiple software packages including word processing, spreadsheet, database and graphic/presentation packages.
    • Advanced work experience with memos, letters, reports with tables, tabulations, merge document work, creation of spreadsheets with formulas, creation of presentations and graphics

Attributes:

  • Displays considerable judgment, initiative and political sensitivity
  • Maintains high level of confidentiality
  • Displays initiative.
  • Demonstrates enthusiasm for solving problems and adding value to the Company
  • Ability to set priorities, be flexible and handle multiple tasks, and to track and follow up on projects.
  • Incredibly organized and detail-oriented
  • Ability to prioritize multiple assignments quickly
  • Ability to multi-task and change direction quickly

Qualifications

  • HS diploma or GED required. Associates Degree or above preferred
  • 4+ years of Administrative or Service-related experience
  • Intermediate to Advanced computer skills required; working with multiple software packages including word processing, spreadsheet, database and graphic/presentation packages
  • Advanced work experience with memos, letters, reports with tables, tabulations, merge document work, creation of spreadsheets with formulas, creation of presentations and graphics

Equal Opportunities:

Zebra is an equal opportunity/affirmative action employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, ancestry, marital status, age, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other basis prohibited by law.

Zebra’s culture is encouraging and collaborative where employees are encouraged to learn and grow together.

Zebra Benefit Package

We offer competitive pay, bonuses, benefits, career/personal growth and work/life programs to ensure that you are empowered to succeed as a member of the Zebra family!

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and Zebra is an equal opportunity/affirmative action employer committed to a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, ancestry, marital status, age, sexual orientation, gender identity, national origin, disability status, protected veteran status or any other basis prohibited by law. If you are an individual with a disability and need assistance in applying for a position, please contact us at workplace.accommodations@zebra.com.

The EEO is the Law poster is available here: https://www.zebra.com/content/dam/zebra/compliance/eeoisthelawposter.pdf. The EEO is the Law poster supplement is available here: https://www.zebra.com/content/dam/zebra/compliance/ginasupplement.pdf.

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