Executive Support Officer, CEO Office

Communicable Disease Threats Initiative, Incorporating Asia Pacific Leaders Malaria Alliance; Singapore; On-site; USD 50,000 - 70,000; Full time

Job summary

A leading organization in the Asia Pacific region is seeking an Executive Support Officer to the CEO Office. This role involves providing comprehensive research support, managing meeting documentation, and ensuring effective communication. The ideal candidate will possess strong organizational skills and a background in executive management support. This one-year contract position offers competitive salary and benefits, with a focus on maintaining confidentiality and discretion.

Qualifications

• 1 to 3 years of experience in executive management support function.
• Proven experience in research, minute-taking, and meeting coordination.

Responsibilities

• Conduct thorough research on assigned topics related to malaria and global health.
• Attend meetings and accurately record detailed minutes.

Skills

Communication

Organizational Skills

Research

Analytical Skills

Time Management

Education

Bachelor's degree in relevant field

Tools

Microsoft Office Suite

Note Taking Software

Job description

Role:

As the Executive Support Officer to the CEO Office, you will provide comprehensive research support to the CEO for strategic decision-making, perform executive secretarial support such as minutes and note takings in CEO meetings, and work closely with the Executive Manager to support and maintain confidentiality and discretion. This role is critical in supporting the CEO and the CEO office efficiency and effectiveness by providing timely and accurate information, ensuring clear communication, preparing meetings presentation materials and maintaining organized records.

Responsibilities:

Research and Information Management

• Conduct thorough research on assigned topics, including analysis, trends, and policy developments relating to malaria and global health.

• Compile and synthesize research findings into clear and concise reports, presentations, and briefings for the CEO.

• Maintain an organized database of research materials and information resources.

• Proactively identify and deliver relevant information to the CEO.

• Verify the accuracy and reliability of information from various sources.

Meeting Minutes and Documentation

• Attend designated meetings and accurately record detailed and comprehensive minutes, capturing key discussions, decisions, and action items.

• Prepare meeting agenda and pre-reading materials for meetings.

• Prepare and distribute meeting minutes to attendees within [specified timeframe, e.g., 24-48 hours] of the meeting.

• Ensure minutes are formatted consistently and adhere to established organizational standards.

• Maintain a secure and organized archive of meeting minutes and related documents.

• Track and document attendance of meetings.

Meeting Tracking and Follow-up

• Prepare and distribute meeting agendas, pre-reading materials, and other relevant documents to attendees in advance.

• Track action items assigned during internal and external meetings and ensure timely follow-up with respective meeting attendees.

• Provide regular updates to the CEO on the status of action items and meeting outcomes.

• Work closely with Executive Manager on meeting coordination such as, meeting invites, reminders, meeting room arrangements, and necessary equipment.

Others:

• Support the development and preparation of presentation decks where necessary.

• Assist in development of reports or meeting materials at the CEO office.

• Provide coordinating and logistic support to major events as needed.

Requirements

• Bachelor's degree in relevant field, e.g., business administration, business studies/research and communications.

• 1 to 3 years of experience in executive management support function

• Proven experience in research, minute-taking, and meeting coordination

• Excellent written and verbal communication skills.

• Strong organizational and time management skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Experience with note taking software is a plus.

• Strong research and analytical skills.

• Ability to maintain confidentiality and handle sensitive information.

• Ability to work under pressure in a highly fluid environment

• Ability to work in diverse and multi-cultural teams.

• Able to travel overseas when required.

The position is a one year contract role and will be based in the organization's headquarters in Singapore. The organization offers a competitive salary and benefits package, commensurate with experience and qualifications.

To apply, please send your resume, and cover letter to [e-mail]. We thank you for your application and regret to inform that only candidates shortlisted for interviews will be contacted.