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Grace Cao

Highly Versatile, Top Performer and Strong Administrative Support with Vast Experience in Fortune 500 Companies


More than 8 years of working experience in world leading multi-national and Fortune 500 companies makes me professional, efficient, responsible and a good team player. Good at cooperating with others and easily adapt to new tasks and environments. An enthusiastic person with a diverse range of customer service and administrative/ clerical experience.

Work experience

Feb 2016Jan 2017

Program Coordinator

IBM, Cyberjaya, Malaysia
  • Designated coordinator for China, Singapore, Vietnam and Myanmar.
  • Responsible for scheduling, coordinating interviews including travel, extending offers, generating offer letters, making welcome calls to all applicants prior to their scheduled start date, background variance resolution, internal/external reporting. 
  • Worked with the recruitment team members and third party vendors to ensure that all applicants have been processed accurately and expediently.
  • Facilitated background investigations of new hires
  • Booked resources for interviews
  • Contacted applicants and hiring managers to coordinate and schedule interviews
    Coordinate travel arrangements as needed
  • Monitored background vendor activity and work in tandem with vendors to complete applicant background/drug processing
  • Kick-off on boarding activities
  • Communicated the decision of the applicant to all recruitment support groups by updating the applicant management database and sending out status notifications
Oct 2011Oct 2012

Executive Secretary to the General Manager of Motion Control / Vice President (VP) of Drive Technology Division

Siemens Ltd., China

1. Full secretarial support to the General Manager (GM) which includes:-

  • Planned and organise GM/VP’s work schedule to maximize his use of time, allowing adequate time for meetings to ensure that his day runs smoothly and he has achieved all he has planned to.
  • Ensured regular communication between myself and the GM/VP, so that both parties are aware of movements/plans, ensuring that both parties have accurate information and the GM/VP arrives promptly for meetings.
  • Travel planning and booking accommodation as required.
  • Handled all phone calls and mail, screening as appropriate to ensure GM/VP’s time is used efficiently
  • Ensured that the production of typing, photocopying and faxing of relevant reports is accurately presented in a professional style and is in line with company procedures
  • Prepared Powerpoint presentations
  • Arranged meetings and seminars, ensuring as appropriate that participants have all relevant papers in advance and ensuring specifically that the GM/VP is well prepared for meetings.
  • Took minutes at meetings, transcribed and presented back to attendees accurately and in the appropriate format
  • Held Administration Meetings
  • Organised Social Functions, roadshows and exhibitions
  • Managed and maintained an effective filing system, ensured that filing is completed on a regular basis, so all files are kept up to date and can easily be accessed by the GM/VP.
  • Collated company information as required eg. GM/VP’s whereabouts, company telephone
  • lists, sickness records, holiday records etc. health and safety records.

2. Provided back-up secretarial support as required when other Director/GM/VP’s Secretaries are on holiday

3. As the HR Department’s point-of-contact, responsible for:-

  • Ensuring file copies of the Divisional Personnel Manual are updated when new information comes from the HR Department.
  • Providing company management with appropriate HR forms as required from the manual e.g. Starters, Leavers, Promotions.
  • Entering applicant and employee details in the Human Resources Computerised System and ensuring all data is up to date, e.g. with change of addresses, change of personal details, sickness records, etc.
  • HR administration duties include sending correct paperwork for starters and leavers to HR, issuing annual holiday forms to all employees in the Company.

4. Held the responsibility for all office administration, administration staff, office maintenance and reimbursements for GM/VP.

5. Lead, motivated, communicated with, developed, appraised and performance managed local and overseas interns to ensure they are fully motivated to achieve best performance to meet the company’s needs. 

6.Ensured familiarity with Siemens Ltd., China’s Safety and Environmental policies and comply with employee responsibilities.

7. Complied with company policies, procedures and instructions at all times.

8. Contributed new ideas and methods and continued to seek ways of both improving contribution to the organisation’s goals and enhancing the reputation of the company.

9. Translation of Chinese documents into English and vice versa.

May 2010Sep 2011

Assistant to Tax Director, Taxes Department

Siemens Ltd., China

1. Prepared department’s quarterly billing to charge other departments’ Operation Companies (OCs) and various sectors within the company.

2. Acted as an interface between customers and Taxes Department.Assisted Northeast Asia (NEA) Tax Director’s daily work including arranging meetings and business trips, managing incoming calls and faxes, handling confidential files. Greeted and interacted with global guests and clients.

3. Translated and managed various documents.

4. Processed purchase requisition according to the department’s needs that includes projects with Big 4, internal and/or external trainings, meetings, stationeries etc.

5. Coordinated with vendors in terms of contract negotiations.

6. Organized monthly meetings, outings and annual meetings.

7. Managed day-to-day administration such as attendance, leaves, new staff on-boarding or leaving staff, claims and reimbursements.

8. Recruited and trained interns on how to develop strong and real world work ethics. Successfully coordinated and organized the Siemens Asia Pacific (APAC) Tax Conference in Hong Kong in early 2011 which was attended by Tax Directors of Siemens Ltd from Asia Pacific region. Received positive reviews and acknowledgement by APAC Tax Director and other delegates.

Mar 2008May 2010

Customer Service Officer of Operations Department

Volkswagen Finance (China) Co., Ltd

1. Performed checks on the information provided by the dealers to strictly adhere to company's payment requirement policy, at the same time accurately completes the dealer's payment process. 

2. Handled incoming calls from customers and made sure their enquiries are answered accurately and in timely manner.

3. Regularly conducted customer satisfaction surveys either via phone call or online.

4. Responsible to complete at least 45 car loan applications from customers per day. 

5. Completed processing contracts according to customers' and company's policy which includes unlimited liability towards changes to financial and non financial related information.

6. Protected the information of customer and dealers (including sales representative and creditor). 

7. Periodically provided customers and dealers discount incentives against check sheets. 

8. Handled down payment registration related support for dealers: provided various areas down payment registration of all information required and to stamp the company's chop and post to dealer; according to the area's vehicle management office or any validating party's requirement. 

9. Completed translation of Departments User Manuals from Chinese to English.


Mar 2006Jan 2008

Bachelor of Arts Majoring in English

Beijing International Studies University, China
Sep 2003Jul 2005

Diploma in English

Beijing International Studies University, China


Microsoft Office


Fashion, health & fitness, internet, travelling, TV/movies


Reference is available upon request

Possess valid Malaysian Driving License

Possess own transportation