Administrative Assistant

1 week ago

Addison, United States Wingstop Inc. Full time

ROLE PROFILE: ADMINISTRATIVE ASSISTANT (APAC)

WINGSTOP RESTAURANTS, INC.

ROLE PROFILE OVERVIEW

ROLE LOCATION

Singapore

REPORTS TO NAME

TEAM

International

REPORTS TO TITLE

ROLE PROFILE DESCRIPTION

X FULL-TIME

ð PART-TIME

_40+_

HOURS PER WEEK

WHO WE ARE

We're not in the wing business. We're in the flavor business. It's been our mission to Serve the World Flavor since we first opened in 1994, and we're just getting started. 1997 saw the opening of our first brand partner operated Wingstop location, and by 2002 we had served the world one billion wings. It's flavor that defines us and has made Wingstop one of the fastest growing brands in the restaurant industry.

Above all else - our success is largely due to our people and our core values, or what we call The Wingstop Way of being entrepreneurial, service-minded, fun and authentic. We believe having a strong people foundation centered on these collective values creates a crave-worthy culture and talented team, as well as ensures our brand is poised for accelerated growth. We all win together.

YOUR IMPACT

The Administrative Assistant is a critical role providing high quality, professional administrative support to the VP & MD, APAC. This role is based in Singapore. It is expected to remotely and fully support the Vice President & Managing Director, APAC as well as the APAC team (5 team members).

WHAT YOU'LL DO

Maintain a high degree of discretion and absolute confidentiality

Calendar management - VP & MD, APAC

* Manage an active calendar of appointments while ensuring schedules are followed and respected
* Communicating and engaging with stakeholders within APAC team, franchisee organizations and Dallas GSC teams to ensure full alignment of appointments
* Proactively keep leader informed of upcoming commitments and responsibilities
* Communicate closely with leader to ensure a thorough understanding of priorities and make recommendations for optimum efficiency

Meetings, Travel and Expenses

* Fully support scheduling large and small meetings (Executive, Regional, Brand Partner); handle logistics efficiently and effectively; execute above in detail across time zones and geography with excellence
* Take meeting notes as directed - team meetings, brand partner meetings, functional meetings, new market entry launch meetings etc., and circulate on a timely basis
* Arrange complex national and international travel plans, itineraries, and agendas; collect documents for travel-related meetings so leaders are prepared; be proactive with visas and all required documents for international travel in a timely and proactive manner
* Complete expense reports for VP & MD, APAC, as well as Directors in APAC team - accurately and timely (monthly submission)

Communication and Ways of Working

* Communicate effectively, timely and accurately using email, phone, texts, as appropriate; recognize that this is a global business and does not operate on traditional hours
* Actively engage with other EAs across the GSC and Regions, build credible relationships with functional teams, leadership and executives
* Prioritize, communicate, "own the task" and have an incredibly high sense of urgency
* Other duties as assigned

APAC Office Management and Team Support

* You are the point of contact for the APAC office and actively engaging with the serviced office vendor, GSC finance team to ensure that fees are paid on time
* Handle all couriers in/out of the APAC office and manage courier vendors professionally
* Manage office supplies and timely replenishment and cater to nuanced needs of the APAC team members

Visitors to Singapore

* Own and plan agendas and itinerary for all visitors coming into Singapore (ie. Flights, hotels, venues - meeting/meals, local transportation etc)
* Work with VP & MD - APAC as well as members of APAC team to ensure smooth itineraries to deliver well thought, well set-up visits
* Exercise thoughtfulness and resourcefulness to ensure visitors are taken care of and needs anticipated for to ensure a memorable time in Singapore
* Other duties as assigned

WHO YOU ARE

HUMBLE: You feel there is always opportunity to further your personal and professional growth. You have an associate or bachelor's degree and a passion for continuous improvement.

HUNGRY: You have a fire in you to keep pursuing excellence, particularly in a fast-paced, dynamic environment. You have 5+ years of experience supporting C-Level Executives of global MNCs. You possess expert-level writing, editing, grammatical, and research skills. You are also a whiz with Outlook, Word, Excel, PowerPoint, etc.

SMART: You are known for your emotional/social intelligence, extremely high level of professionalism, and a positive 'can-do' attitude. You are tremendously resourceful, have strong decision-making skills, can prioritize conflicting needs, and confidently manage projects from conception to completion. You are an inspired team player, and you also work well independently. Either way, you consistently demonstrate the highest level of integrity and confidentiality.

SERVICE-MINDED: You are a forward thinker who considers others at every turn. You actively seek out opportunities to serve, and you come prepared to offer creative solutions. Your strong interpersonal skills and ability to build relationships with key stakeholders, Board members, senior executives, and external partners will be a valuable skillset in this role.

ENTREPRENEURIAL: You work with an owner's mentality when managing concurrent projects, relying on your exceptional organization skills and proactive approach to solving problems and keep things running smoothly. You are ready and willing to do whatever it takes. You have a high degree of flexibility, and you are able to work after hours and on weekends, as needed.

A DAY IN THE LIFE

So, what does 'all in a day's work' look like to a Wing Expert in this role? Your day could shape up like this:

* Frequent use of a computer and other technology essential to the completing your everyday responsibilities, often in a seated position.
* Frequent use of mental energy while expressing or exchanging ideas and information with colleagues and extended Wingstop team.
* Frequent need to shift priorities and quickly adapt to competing demands, while demonstrating the highest level of professionalism and efficiency in a fast-paced environment.
* Routine use of physical energy while carrying out job functions, moving about your workspace, working extended hours, etc.

Wingstop provides equal opportunities for everyone that works for us and everyone that applies to join our team, without regard to sex or gender, gender identity, gender expression, age, race, religious creed, color, national origin, ancestry, pregnancy, physical or mental disability, medical condition, genetic information, marital status, sexual orientation, any service, past, present, or future, in the uniformed services of the United States (military or veteran status), or any other consideration protected by federal, state, or local law.

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