Executive Assistant

LABTECHNIC TESTING SERVICES PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A dynamic commercial laboratory is seeking a proactive Executive Assistant to support the Managing Director. This role involves administrative support, vendor engagement, regulatory compliance, and leveraging AI tools for efficiency. Ideal candidates will have experience in executive support and strong communication skills.

Qualifications

• Proven experience as an Executive Assistant or similar role.
• Familiarity with government grants and regulatory compliance processes.

Responsibilities

• Provide comprehensive administrative support to the Managing Director.
• Coordinate government grant applications and regulatory submissions.
• Liaise with cross-department teams for smooth operations.

Skills

Communication

Organizational Skills

Attention to Detail

Multitasking

Negotiation

Education

Diploma or Degree in Business Administration

Diploma or Degree in Science

Tools

Microsoft Office

AI Tools

Job description

Job Summary:

We are looking for a proactive and resourceful Executive Assistant to support the Managing Director in a dynamic commercial laboratory setting. This role goes beyond traditional admin support — it requires someone who is tech-savvy, commercially aware, and confident in coordinating across multiple departments. You will also play a key role in handling grants, vendor engagement, regulatory submissions, and business communications.

Key Responsibilities:

• Provide comprehensive administrative and operational support to the Managing Director.
• Manage MD’s calendar, meetings, travel, and follow-ups.
• Draft and prepare reports, presentations, business documents, and formal correspondence.
• Coordinate and manage government grant applications (e.g., EnterpriseSG, NEA), including document preparation, submission, and compliance monitoring.
• Liaise with regulatory authorities (e.g., NEA, HSA, MOM) for licensing, clearances, and renewals.
• Support cross-department coordination between HR, Finance, Accounts, Laboratory, and Inspection teams to ensure smooth operations and timely execution.
• Assist the commercial team by preparing client quotations and ensuring timely, accurate responses to customer inquiries.
• Conduct vendor sourcing and pricing comparisons; proactively negotiate and press for best pricing and terms to support procurement cost-efficiency.
• Track deadlines, action items, and project progress across the business.
• Organize internal meetings and keep proper records of decisions and next steps.
• Uphold confidentiality and professionalism in all executive and business matters.
• Leverage AI tools like ChatGPT to enhance efficiency — whether for drafting, summarizing, or idea generation.

Requirements:

• Proven experience as an Executive Assistant, Project Coordinator, or Office Manager.
• Excellent communication (verbal & written), interpersonal, and organizational skills.
• Strong attention to detail and ability to multitask in a fast-paced environment.
• Skilled in Microsoft Office (Excel, Word, PowerPoint, Outlook) and modern collaboration platforms.
• Highly competent with AI tools such as ChatGPT for professional use (writing, research, automation).
• Confident in dealing with vendors, clients, and government agencies.

Qualifications:

• Experience in a commercial laboratory, scientific services, or TIC industry
• Familiarity with government grants and regulatory compliance processes in Singapore
• Diploma or Degree in Business Administration, Science, or related field

Application Process:

We invite qualified candidates with a passion for chemistry and data analytics to apply. Please submit a resume and a cover letter detailing your relevant experience and how you can contribute to the role.