Executive Assistant

Lockton; Singapore; On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in the financial services sector seeks an Executive Assistant to provide high-level administrative support to senior leaders. The role requires managing complex schedules, coordinating travel, and ensuring seamless operations while adhering to strict confidentiality and compliance standards. The ideal candidate will have a degree in Business Administration or Finance and a minimum of three years of experience in a similar role, preferably within the broking industry. Excellent time management, communication skills, and proficiency in Microsoft Office are essential.

Qualifications

• Minimum 3 years as an Executive Assistant in financial services/broking industry.

Responsibilities

• Manage complex schedules and coordinate activities for three senior leaders.
• Organize meetings and events, ensuring all logistics are handled.
• Process expense claims and adhere to company compliance standards.

Skills

Time Management

Attention to Detail

Communication

Education

Degree in Business Administration

Degree in Finance

Tools

Microsoft Office Applications

Job description

Purpose

• Provide high-level administrative support to three senior leaders in a fast-paced broking environment.
• Manage complex schedules, coordinate cross-functional activities, and ensure seamless operations while maintaining strict confidentiality and compliance with financial industry standards.

Key Tasks & Duties and Measurements

Calendar & Travel Management

• Maintain Diaries: Synchronize and manage complex calendars for three executives, proactively resolving scheduling conflicts and prioritizing high-impact engagements.
• Arrange Travel: Coordinate domestic/international travel, including flights, accommodations, visas, currency exchanges, and real-time itinerary updates. Ensure compliance with corporate travel policies.

Meeting & Event Coordination

• Organize Meetings/Events: Plan and execute logistics for internal and external events, including venue booking, catering, and attendee coordination.
• Take Minutes: Record and transcribe minutes of executive meetings, tracking action items and ensuring follow-up.

Operational Support

• Expense Management: Process and submit expense claims in compliance with company policies, ensuring timely reimbursements.
• Lockton Procedures: Execute administrative tasks (e.g., data entry, file management) in strict adherence to Lockton’s protocols and compliance standards.

Strategic & Administrative Assistance

• Support Senior Leaders: Assist the executives with complex administrative tasks, including confidential projects, stakeholder liaison, and priority task management.
• Ad Hoc Tasks: Manage urgent requests with discretion and efficiency.

Competences

• Possess advanced knowledge of Microsoft Office Applications (Word, Excel, PowerPoint, Outlook)
• Ability to manage time, prioritize competing demands, and meet strict deadlines without compromising accuracy.
• Able to work independently with minimal supervision, resolving conflicts and managing confidential tasks
• Able to work under pressure in fast-paced environments
• Able to practice/perform ethically, adhering to local regulations and company integrity policies.
• Work output is error-free, demonstrating meticulous attention to detail

Qualifications

• Degree in Business Administration, Finance, or related field
• Minimum 3 years as an Executive Assistant, preferably in financial services/broking industry.

Core Attributes

Provide excellence in service to our clients, our Markets, & our associates

• Takes personal responsibility for managing internal and external client relationships
• Takes pride in and accountability for understanding and exceeding client expectations
• Focuses on adding value
• Delivers what the client expects, knows what they desire, and impresses them by delivering the unexpected
• Written and verbal communication is clear and concise
• Data-driven and analytic, high attention to detail and strong client focus.

Provide commitment to the development of ourselves and our associates

• Attend in house classes and workshops for continuing development
• Attend training programs, conferences or courses to improve present job skills
• Complete all mandatory training within agreed timescales
• Take responsibility for own career and development
• Treat all associates with dignity, fairness and respect
• Represents Lockton well within the community

Drive service excellence, efficiency, and productivity through effective business operational processes

• Demonstrates flexibility to change
• Identifies improvement opportunities, take initiative to resolve problems and thrives on taking ownership of initiatives with limited oversight.
• Ensures quality is evidenced
• Ensures compliance with relevant legal and regulatory requirements through following Lockton policies and procedures