Associate, Executive Assistant (Job ID:10074407)

MUFG Bank, Ltd; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading financial institution in Singapore is seeking a proactive Executive Assistant to support senior management. The ideal candidate will manage schedules, organize meetings, arrange travel, and handle confidential information. A Diploma in Business Administration or a related field, along with at least 5 years of experience, is required. Strong communication and multitasking abilities are essential, as well as advanced proficiency in MS Office Suite. This is a dynamic and fast-paced environment, and flexibility in working hours is necessary.

Qualifications

• Minimum 5 years of experience as an Executive Assistant or Personal Assistant.
• Proven experience supporting multiple senior executives.
• Exceptional verbal and written communication skills.

Responsibilities

• Manage senior executives' calendars and schedule meetings.
• Organize and facilitate meetings while tracking action items.
• Manage travel logistics and ensure compliance with Bank policies.
• Prepare and submit expense reports promptly.
• Handle sensitive information with discretion and professionalism.
• Serve as a liaison between management and stakeholders.
• Assist with technology setup for meetings and presentations.
• Provide backup support for other executive assistants.

Skills

Organizational skills

Communication skills

Multitasking

MS Office Suite proficiency

Education

Diploma in Business Administration or Communications

Job description

We are seeking a highly organized and proactive Executive Assistant to provide comprehensive support to GCIB management. The ideal candidate is an experienced professional who excels in multitasking, possesses exceptional communication skills, and can handle a wide range of administrative and executive support-related tasks. This role is critical in ensuring smooth day-to-day operations for management, with a strong focus on the responsibilities outlined below.

Roles & Responsibilities

• Calendar Management: Efficiently manage management’s calendar, including scheduling and coordinating meetings, conferences, and travel. Prioritize tasks and ensure optimal time management.
• Meeting Coordination: Organize, coordinate, and facilitate meetings. Prepare agendas, take accurate minutes, track action items, and follow up to ensure timely completion.
• Travel Arrangements: Oversee and manage travel logistics, including booking flights, accommodations, transportation, visas, and preparing itineraries. Ensure travel is seamless, cost-effective, and compliant Bank policies.
• Expense Management: Prepare and submit expense reports for reimbursement. Ensure adherence to Bank policies and timely approval processes.
• Confidentiality: Handle highly sensitive and confidential information with utmost discretion and professionalism. Maintain information security at all times.
• Communication & Liaison: Serve as the main point of contact between management and internal/external stakeholders. Facilitate clear, effective communication and ensure prompt responses to inquiries.
• Technology Management: Assist in setting up and troubleshooting of technology, e.g., video conferencing, presentations, office equipment to ensure smooth operations.
• Back-up Support: Provide coverage for other EA or support roles during absences.
• Manage driver and vehicle operations under GCIB cost centre.
• Collaboration: Work closely with various departments and offshoring team to ensure smooth workflow and delivery of tasks.
• Administrative Support: Perform general administrative duties and handle ad-hoc tasks assigned by Head of Department or management.

Job Requirements

• Minimum Diploma in Business Administration, Communications, or similar fields.
• Minimum 5 years of experience in an Executive Assistant, Personal Assistant, or similar role supporting senior executives.
• Proven experience supporting multiple senior executives in a matrix organizational structure.
• Exceptional verbal and written communication skills, with the ability to interact effectively across diverse groups of internal and external stakeholders.
• Strong organizational and time management skills with the ability to manage multiple priorities and deadlines.
• Proactive mindset with the ability to anticipate needs and provide thoughtful solutions to complex problems.
• High level of integrity, professionalism, and discretion in handling confidential information.
• Ability to work in a fast-paced, dynamic environment with adaptability to changing priorities.
• Willingness to work flexible hours, including evenings and weekends, as needed.
• Advanced proficiency in MS Office Suite (Teams, PowerPoint, Outlook, etc.). We regret to inform that only shortlisted applicants will be notified. Job ID: 10074407