Ching Sook Ginn
Kuala Lumpur
Summary
Results-driven Business Services and Event Partner with extensive expertise in event management and cross-functional administration. A proactive and customer-focused professional adept at collaborating with stakeholders across all levels to foster positive working relationships. Highly detail-oriented and dedicated to problem-solving and understanding needs to meet project and organizational objectives. Demonstrates composure under pressure and a collaborative spirit, committed to sharing knowledge and supporting team success.
Overview
21
21
years of professional experience
Work History
Business Services and Event Partner
Roche Malaysia Sdn. Bhd.
01.2008 - Current
- Oversee end-to-end event planning and execution, including: Consulting event owner on the objectives, scope, budget, and requirements; Developing a comprehensive action plan with checklists, timelines, accountability, budget monitoring; Manage event budgets, tracking expenses and ensuring cost-effective solutions, process payments and handle financial transactions related to events; Creating and managing registration sites using CVent or google forms; Coordination of flights study, accommodation, transportation, on site management, catering, signage, displays and special needs requirements; Managing lifecycle of contracts from creation to execution and depository; Collaborate with Procurement on hotel and vendor negotiations, review proposals; Writing communicating emails to all attendees and speakers on event information and logistical arrangements; Ensure strict adherence to company policies and procedures in all applicable situations for external events; Partnering with Informatics Partner to find innovative tools to simplify processes and workflow and enhance attendee experience; Partnering with Compliance and Personnel in Charge to coordinate and support the end-to-end process of Grants Sponsorship and Donations (GSD); Leading the implementation of global Meetings, Events & Engagement (ME&E) platform system, RoME (Roche Meetings, Events and Engagements) including: Ensuring alignment of OneRoche vision to streamlining Roche meetings & events processes globally in improving and optimizing customer data to improve customer insights and development of more personalized customer experience; Collaborating with commercial, medical and compliance function to reduce duplication of tasks, tracking of information, ownership and accountability of events and contracts; Collaborating with Business Digital Partners to improve insights data on customer engagement during events; Identify and implement workflow simplifications to reduce complexity and administrative tasks for business pods, allowing them to focus on driving business priorities; Providing targeted training to different user groups; Creating user manuals, working instructions and how to’s as required; Serve as Local Business Data Owner (HCP/HCO Master Data) and primary contact for systems (Meeting & Events Management System, GSD, MyBuy) and administrative processes ensuring system and local processes align with and adhere to SOPs; Collaborate with cross functional teams to address and resolve internal stakeholders obstacles, needs, and concerns related to event planning, day-to-day business processes, and administration, including financial transactions; Manage the company wide calendar scheduling for company wide meetings and events.
Operations Executive – Incentives, Conventions & Meetings Department
HTT Travel (M) Sdn. Bhd
01.2004 - 01.2008
- Consulting sales manager on clients expectations, goals, vision and budget; Assisting in preparation of events’ costing, proposals, presentations & tender for events and incentive tours; Liaising with clients & providing smooth coordination of all logistical aspects of events – flight, accommodation, registration; Coordinate on-site operations such as attendee management, secretariat services, venue preparation including setting up audio visual requirements, food & beverage arrangements and special need requirements; Involving in managing & planning on IT related issues during events; Assisting the design & production of company collaterals (brochures, leaflets & flyers); Assisting tour-leader on incentive tours; Assisting in maintenance of office PC, printer, notebook, network maintenance support including troubleshooting and ensuring smooth running of office computers.
Project Secretary Assistant
Vamed Engineering Malaysia Sdn. Bhd.
01.2004
- Preparing purchase order contracts to send to suppliers; Making sure that purchase order confirmations are received on time and according to company’s standards; Checking with suppliers for delivery status of items ready for purchase, filing and follow up on delivery of medical items’ documentation.
Education
Bachelor of Computing -
Monash University
Melbourne, Australia12.2003
Advanced Diploma in Software Engineering -
Asia Pacific Institute of Information Technology
Kuala Lumpur Malaysia12.2002
Skills
- Event Planning & Execution
- Project Management
- Budget Development & Management
- Attention to Detail
- Communication
- Time management
- Problem-Solving
- Continuous Improvement
Languages
English, Bahasa Malaysia, Cantonese
Native language
Timeline
Business Services and Event Partner
Roche Malaysia Sdn. Bhd.
01.2008 - Current
Operations Executive – Incentives, Conventions & Meetings Department
HTT Travel (M) Sdn. Bhd
01.2004 - 01.2008
Project Secretary Assistant
Vamed Engineering Malaysia Sdn. Bhd.
01.2004
Bachelor of Computing -
Monash University
Advanced Diploma in Software Engineering -
Asia Pacific Institute of Information Technology
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