Operations Associate

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.

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.

Major Accountabilities:

• Provide high level administrative support to the Senior Leader, including managing their calendar, scheduling appointments and coordinating meetings
• Coordinate travel arrangements, including booking hotels and ground transportation, visas, preparation of detailed itineraries for the Senior Leader with the overall objectives of maximizing participants’ time
• Anticipate potential conflicts (i.e., schedule issues, critical meetings, location issues) and raise to address/resolve in advance whenever possible
• Organize 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 guideline
• Coordinate 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 time
• Using data visualization tools (such as infographics, Canva, other visual tools) to create presentation slides for leaders at bi-annual townhall and monthly leadership meetings
• Act with high degree of independence as liaison with inside (within country and with region) and external contacts
• Manage 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-development
• Greet 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 systems
• Support in tracking timely regulatory and quality updates in monthly reports and submission/approval dashboards
• Compilation of data from various dashboards and repositories to prepare reports for trend analysis and reporting to senior management
• Supporting onboarding training of new staff
• Manage / Create Purchase orders (PO) for activities conducted by the departments
• Support ad-hoc request required administrative assistance

Education:

• Diploma certificate and above

Experience:

• 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 zones
• Excellent computer and technology application skills with competency in Microsoft Office applications, particularly Excel, Word and PowerPoint
• Experience 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 responsible
• Maintains confidentiality and posses sense of urgency
• Ability to manage multiple tasks/projects simultaneously under pressure in a busy environment
• Good communication and interpersonal skills
• Able to work independently and self-initiative
• Work effectively as a team player in a collaborative environment as well with EA peers and members of the greater organization

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.

Alcon Careers

See your impact at alcon.com/careers