JOB TITLE: Executive Assistant & HR Specialist (1-year contract)

SOLID LINE MANAGER: General Manager
DOTTED LINE MANAGER: Commercial Operations HRBP - APAC
JOB FAMILY: Administration / Support / Service

I. Executive Assistance 
 
Office Administration

• Replenish and organize office supplies and canteen snacks within allocated budget
• Manage office equipment including copying machine, air conditioner, water dispenser and collaborate with relevant vendors to ensure timely maintenance
• Manage office access control device and register access card and fingerprints of new joiners
• Troubleshoot any issues on office environment by collaborating with vendors
• Coordinate with APAC IT regarding set-up and return of company laptop
• Answer company representative telephone and update relevant directory
• Handle local and overseas mailing and couriers
• Other ad hoc duties required to ensure quality workplace experience

Secretarial Assistance

• Assist General Manager on daily basis, which implies the regular processing of complex, sensitive and confidential files
• Arrange with logistics regarding business trip of General Manager, visitors to Korea office, including flight booking and car rental
• Prepare meeting agendas, circulate minutes, where necessary
• Organize and cooperate with Guerbet’s Internal Communications function by collaborating with HQ Inside Voices crew

Compliance Support

• Monitor and identify the compliance risks associated with the organization's distribution related business activities, including distributors’/CSOs’/Promoters’ selection/registration, sales conduct, discipline, complaint and any other related matters
• Review the organization’s Compliance pre-approval system on a daily basis
• Review receipts of Sales department reading PRS (Product related seminars) expenses every month and provide accurate filing of supporting documents
• Ensure the Korean Compliance rules and regulations are applied in accordance with KRPIA and KMDIA.
• Guide the Sales crew to follow the compliance regulations about PRS and Marketing promotional events and congress.
• Ensure allegations of misconduct are timely reported pursuant to established policies of the company.
• Assist in conducting and reporting internal investigations while maintaining confidentiality of information.
• Conduct the Sunshine Act reporting in a timely manner.
• Perform other ad hoc / related duties as assigned by management to support APAC Legal and Compliance Department.

Legal Support

• Prepare corporate registration regarding Directorship in collaboration with local vendor
• Prepare legal documents such as Minutes of Annual General Meeting, List of Shareholders, Meeting of Board of Directors in collaboration with local vendor

 
II. HR Specialist

• Follow and apply all required onboarding and offboarding process.
• Complete monthly payroll movement file for Guerbet Korea and Imaging Solutions Korea.
• Update and maintain HR related record in HR system and leave system while maintaining AL promotion record.
• Coordinate with medical brokers in Korea for any staff movement.
• Collaborate with local Labor Attorney and ensure the company HR practices comply with local labor regulations. Assist in employee handbook review when required.
• Manage employee benefits such as company medical insurance renewal, health check-up renewal, child tuition subsidy, etc.
• Work closely with the APAC Talent Acquisition Specialist and assist in facilitating recruitment process such as posting job ads on Korea local career websites, arranging local interviews, doing pre-screening and delivering job offer.
• Assist in annual tax declaration process with payroll team.
• Collect and file necessary documents and information in employees’ p-files.
• Be the 1st tier support to any employees’ questions for HR policies.
• Prepare documents for external/internal audit process.
• Collaborate with Finance team and process any HR expenses.
• Ensure the annual evaluation and calibration are properly executed on time.
• Support training activities and coordinate staff events.
• Support other ad hoc projects as required.

 
Other 
In addition to the duties and responsibilities listed above, the job holder is required to perform any other reasonable duties that may be assigned by the line manager from time to time in relation to Human Resources/General Affairs/Compliance/Legal function.

Educations & Experiences 

• Bachelor’s degree or above
• Prior administrative experiences are preferential
• Prior HR/Legal/Compliance experiences are preferential

 
Skills & Qualifications

• Fluent English skill is mandatory
• Good interpersonal /organizational skill
• Good knowledge of Microsoft Office
• Good interpersonal /organizational skill
• Team player, positive attitude, good work ethics

 
This position is a 1-year contract for maternity leave replacement and a non-renewable position.