MAIN PURPOSE

Reporting to the Workplace Engagement Manager, the Workplace Engagement Executive is a member of the Shiseido Workplace Engagement Team (WPE) and is instrumental in supporting the Administrative and Secretarial Support for Shiseido Asia Pacific’s Executive Committee members, daily office administration operations, front desk and hospitality services. The incumbent plays a role in providing an environment where effective administration, good organisational and planning support is done efficiently and effectively. The incumbent will also be supporting Workplace Engagement initiatives for the Singapore and Malaysia offices.

KEY RESPONSIBILITIES

Administrative and Secretarial Support

• Provide administrative and organization support service to assigned Executive Committee members.
• Enhance effectiveness by providing information management support
• Plan, organize and management appointments and meeting schedules 
• travel plans.
• Raise purchase orders and invoices in a timely manner
• Arrange delivery of items/goods for the division
• Act as a resource for employees seeking guidance on engagement-related activities
• Plan and coordinate business travel arrangements for assigned Executive Committee members.
• Liaise with travel vendors and agencies to secure bookings in accordance with company policies and budget guidelines.
• Ensure timely communication of travel arrangements to assigned Executive Committee member.
• Manage travel-related budgets and expenses, ensuring cost efficiency and compliance with corporate guidelines.
• Anticipate and resolve travel-related issues, ensuring a smooth and seamless experience for assigned Executive Committee member

Workplace Engagement 

• Support the planning and execution of workplace engagement initiatives that promote a positive culture and strengthen a sense of belonging across three business entities in Singapore and Malaysia.

• Partner with HR counterparts in Malaysia to co-develop and deliver executive engagement, wellness, and culture-building activities.
• Co-lead workplace engagement initiatives for the Malaysia office in collaboration with the Workplace Engagement Manager.
• Monitor and track engagement budgets for both Singapore and Malaysia and propose cost optimisation strategies that maintain or enhance the overall workplace experience.
• Collect, analyse, and communicate employee feedback to continuously improve engagement initiatives.
• Track and evaluate engagement metrics, identify trends, and provide insights and reports to the Workplace Engagement Manager.
• Oversee administrative aspects of employee onboarding and offboarding, including office tours, workplace engagement induction, and preparation of welcome kits.
• Draft and disseminate internal communications to promote engagement programmes and enhance transparency.
• Communicate effectively on workplace matters and events and support the preparation and presentation of proposals to key stakeholders.

Facilities Management

• Coordinate with vendors and building management on building maintenance and housekeeping services as needed
• Conduct periodical inspection on common area equipment to ensure good operating condition
• Be the liaison between FM service provider on their KPIs
• Perform other ad-hoc general administrative duties or related duties as assigned

Reception and Hospitality Service

• Ensure service excellence for all guests and ensuring that the team adhere to the omotenashi spirit
• Manage the team fronting the reception and facilities
• Assist and execute onboarding and offboarding process for hires
• Access card management
• Office space and lockers plan maintenance and management
• Source and manage pantry inventory with reputable vendors and ensure that the vendors adhere to our purchasing policy and company values.
• Attend to employees’ queries and feedback

Other Responsibilities:

• Act as the backup for the Workplace Engagement Manager, stepping in to lead and update the Human Resources Leadership team
• Serves as a liaison between the WPE team and other departments, ensuring clear communication and alignment.
• Represent the team and collaborate with cross-functional teams on employee events and engagement initiatives
• Identify areas of improvement, initiate brainstorming within the team, and recommend actionable
• Ensure timely responses and actions to address employee concerns or suggestions

REQUIREMENTS

• Minimum 3 years administrative experience or relevant degree qualification
• Strong interpersonal and communication skills (written and verbal)
• High level of accuracy in literacy and numeracy
• Discreet and able to maintain confidentiality
• Meticulous and pays high attention to detail
• Motivated and positive individual who can work independently on assigned responsibilities
• Ability to articulate ideas, propose changes in processes and ways of working
• Strong time management skills
• Strong customer service and relationship building skills, strong team player
• Demonstrates leadership and coaching abilities for junior team members with positive attitude and learning mindset
• Resilient, adaptable and resourceful. Ability to multi-task and deliver results in a dynamic and fast-paced environment
• Analytical and problem-solving skills, adaptability and conflict resolution
• Good knowledge of Microsoft Suite applications – Outlook, Teams, MS Word, PowerPoint and Excel – and Canva

Shiseido Asia Pacific and Shiseido Singapore have once again been awarded the Great Place To Work Certification™ by Great Place To Work®, the global authority on workplace culture and employee experience.