Executive Assistant

SPD Scientific Pte Ltd; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking an Executive Assistant to provide comprehensive support to the Chief Strategy Officer (CSO). This role involves managing schedules, coordinating travel, and preparing reports to ensure the smooth running of operations. The ideal candidate will have a degree in business, experience supporting executives, and proficiency in MS Office applications. Join a dynamic team where your skills will contribute to strategic initiatives and corporate success.

Qualifications

• 3 to 5 years of secretarial, marketing & business support experience.
• Experience supporting C-suite executives preferred.

Responsibilities

• Provide comprehensive support to the CSO, ensuring smooth daily operations.
• Manage communication and prioritize tasks effectively.
• Plan and organize all travel logistics for the CSO.

Skills

Communication

Teamwork

Attention to Detail

Education

Degree in Business

Diploma in Business

Tools

MS Office

PowerPoint

Job description

The Executive Assistant is responsible for providing business support and marketing support. The role involves handling various tasks and responsibilities to ensure the smooth functioning of daily operations and the overall efficiency of the business and the responsibilities associated with the role:

Responsibilities:

Secretarial and Executive Administrative Support:

• Provide comprehensive support to the CSO, ensuring smooth daily operations.

• Manage communication, prioritize tasks, and serve as a liaison between the CSO and internal/external stakeholders.

• Organize and coordinate office tasks to enhance the CSO’s workflow and efficiency.

Scheduling and Engagement Preparation:

• Oversee the CSO’s calendar, scheduling meetings, appointments, and engagements efficiently.

• Prioritize appointments based on urgency and importance, ensuring the CSO is fully prepared with all necessary materials and information.

• Prepare agendas, presentations, and supporting documents for meetings.

Travel Coordination:

• Plan and organize all travel logistics, including flight bookings, hotel accommodations, and ground transportation.

• Align travel arrangements with the CSO’s preferences and organizational requirements, ensuring a seamless experience.

• Manage the complete travel itinerary, handling any last-minute changes or issues that may arise.

Minute-Taking and Documentation:

• Record and transcribe meeting minutes, documenting key decisions, action items, and deadlines clearly.

• Distribute minutes promptly to relevant stakeholders, ensuring that action items are tracked and completed.

Management Report Preparation:

• Assist in creating and compiling reports, including gathering data, drafting content, and preparing visual presentations.

• Collaborate with departments to collect and integrate information for high-level strategic presentations and reports.

Claims and Expense Management:

• Submit and track the CSO’s expense claims in compliance with company policies.

• Maintain accurate records, process expenses promptly, and manage receipts for reconciliation.

Support for Corporate Strategy Projects:

• Assist the CSO in managing corporate strategy initiatives, tracking progress, and coordinating tasks across departments.

• Ensure timely completion of action items in alignment with strategic objectives.

• Serve as the point of contact for these initiatives, keeping stakeholders informed and engaged.

Requirements:

• Degree/ Diploma in Business or relevant field

• 3 to 5 years of secretarial, marketing & business support experience, preferably to the C-suite level

• Proficient in MS Office applications (Outlook, Words, Powerpoint, Excel etc)

• Well versed in creating presentations using PowerPoint

• Able to work under pressure in a fast-paced environment

• Good work attitude, team player, able to work independently, proactive and keen eye to detail