Admin Executive/Secretary #EAT

RECRUIT EXPRESS PTE LTD; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Recruit Express Pte Ltd. is seeking an experienced Executive Assistant to support the Managing Director in Singapore. You will manage calendars, prioritise appointments, and resolve scheduling conflicts to ensure smooth operations.

Responsibilities include preparing confidential correspondence, coordinating travel, arranging itineraries, and providing on-site hospitality support for visiting guests and regional leadership. Strong discretion, communication, and organizational skills are essential.

Qualifications

• Diploma or degree in Business Administration or related field.
• 2–4 years of admin or executive support experience.
• Excellent time management, communication, and discretion.

Responsibilities

• Provide executive support to the Managing Director, including calendar management and prioritising appointments.
• Prepare confidential correspondence, expense claims, travel arrangements, itineraries and meeting materials.
• Coordinate meetings, develop agendas, take minutes where required, and follow up on actions.
• Serve as a liaison between the MD and internal/external stakeholders with professional, confidential communication.
• Offer ad hoc support for presentations, reports, research, and other administrative duties.
• Arrange travel, accommodation, airport transfers, and local transport for visiting guests and regional leadership.
• Prepare itineraries, manage logistics and provide on-site hospitality support.
• Handle incoming mail and provide admin support to HODs and CSR initiatives.
• Respond to emails within agreed turnaround times and manage invoices for Corporate Services.

Skills

Time management

Communication

Discretion

Organizational skills

Education

Diploma or Degree in Business Administration

Tools

Microsoft Office

PowerPoint

Job description

• Provide comprehensive executive support to the Managing Director, including proactive calendar management, prioritisation of appointments, and resolution of scheduling conflicts.

• Prepare and manage confidential correspondence, expense claims, travel arrangements, itineraries, and meeting materials with a high level of accuracy and discretion.
• Coordinate meetings, develop agendas, record minutes where required, and track follow-up actions to ensure timely completion.
• Act as a key liaison between the Managing Director and internal as well as external stakeholders, maintaining professional, responsive, and confidential communication.
• Provide ad hoc support on presentations, reports, research, administrative duties, and special projects as assigned.
• Arrange travel, accommodation, airport transfers, and local transportation for visiting guests and regional leadership.
• Prepare detailed itineraries, manage logistics, and provide on-site support to ensure a seamless and professional hospitality experience.

Corporate Services

• Manage and distribute incoming mail to relevant departments in a timely manner.
• Provide administrative support to HOD, including claims submission, document preparation, and information collation.
• Respond to emails and enquiries within stipulated service turnaround time (within 3 working days).
• Process and track Corporate Services-related invoices (e.g., travel, petrol/EV, photocopier, etc.).
• Prepare reports, presentations, and supporting documentation for Corporate Services.
• Coordinate travel bookings and logistics arrangements for HODs.
• Support ad hoc duties and additional responsibilities as assigned.

Corporate Social Responsibility (CSR)

• Provide administrative and coordination support to the HOD in planning and organising CSR initiatives for the organisation.
• Support the execution of CSR activities and events, including participation where required.
• Process and track CSR-related invoices, claims, and submissions to ensure accurate and timely documentation.
• Support additional ad hoc duties and responsibilities as assigned.

Who We’re Looking For

• Diploma or Degree in Business Administration or a related field.
• Minimum 2-4 years of experience in administrative or executive support roles.
• Strong organisational and time management skills with the ability to prioritise effectively.
• Excellent communication and interpersonal skills, with a high level of professionalism and discretion.
• Proficient in Microsoft Office applications (Word, Excel, PowerPoint, Outlook).