Executive Admin Assistant

International Brands Distribution Pte. Ltd; Singapore; On-site; SGD 60,000 - 100,000; Full time

Job summary

International Brands Distribution Pte. Ltd in Singapore is seeking a proactive Personal Assistant to support the CEO across multiple time zones.

This is a long-term, full-time role where you will manage calendars, coordinate travel, prepare materials, and serve as the primary liaison with internal teams and external partners. You will handle sensitive information with discretion and maintain high professionalism in a fast-paced regional environment.

Qualifications

• Minimum 5–8 years of experience as a Personal Assistant or Executive Assistant or similar role.
• Experience supporting leadership within a Singaporean or multi-cultural corporate environment.
• Advance proficiency in Google Workspace (Calendar, Sheets, Slides, Chat etc.), Canva and project management software.
• Exceptional organizational, time-management, and multitasking skills.
• Strong communication skills with the ability to work effectively in multicultural teams.
• High level of professionalism, discretion, and confidentiality.
• Comfortable working in a fast-paced environment.
• Seeking a dedicated full-time and long term role.

Responsibilities

• Proactively manage, optimize, and protect the CEO’s time across multiple time zones (Korea, Singapore, Malaysia, Philippines).
• End-to-end coordination of complex local and international travel, including itineraries, visas, accommodation, and ground logistics for regional brand launches and events.
• Prepare high-quality presentations, executive summaries, internal memos, and external correspondence on behalf of the CEO.
• Handle sensitive strategic, financial, and personnel information with complete discretion and absolute trustworthiness.
• Serve as the primary point of contact and liaison between the CEO and internal team leads, members, and external brand partners.
• Organize, facilitate, and document executive committee meetings, leadership check-ins, and board meetings.
• Track action items across departments to ensure timely execution of key business objectives and strategic initiatives.
• Other adhoc tasks as assigned.

Skills

Executive support

Discretion

Time management

Multitasking

Communication

Calendar management

Google Workspace

Canva

PM software

Tools

Google Workspace

Canva

PM software

Job description

We are a regional company with a team of approximately 40+ employees across Singapore, Korea, Malaysia, and the Philippines. Our business operates across multiple markets, with teams supporting various business and operational functions.

We don't just need someone to manage the CEO calendar, we need a proactive, sharp professional who treats my goals as their own, anticipates obstacles before they happen, and helps me keep our entire regional operation running smoothly. If you are looking for a long-term role where your work directly impacts company leadership, we’d love to meet you.

Key Responsibilities:

• Proactively manage, optimize, and protect the CEO’s time across multiple time zones (Korea, Singapore, Malaysia, Philippines).
• End-to-end coordination of complex local and international travel, including itineraries, visas, accommodation, and ground logistics for regional brand launches and events.
• Prepare high-quality presentations, executive summaries, internal memos, and external correspondence on behalf of the CEO.
• Handle sensitive strategic, financial, and personnel information with complete discretion and absolute trustworthiness.
• Serve as the primary point of contact and primary liaison between the CEO and internal team leads, members, and external brand partners.
• Organize, facilitate, and document executive committee meetings, leadership check-ins, and board meetings.
• Track action items across departments to ensure timely execution of key business objectives and strategic initiatives.
• Other adhoc tasks as assigned.

Qualifications:

• Minimum of 5-8 yrs of experience as a Personal Assistant, Executive Assistant, or similar role.
• Experience supporting leadership within a Singaporean or multi-cultural corporate environment.
• Advance proficiency in Google Workspace (Calendar, Sheets, Slides, Chat etc.), Canva and project management software.
• Exceptional organizational, time-management, and multitasking skills.
• Strong communication skills with the ability to work effectively in multicultural teams.
• High level of professionalism, discretion, and confidentiality.
• Comfortable working in a fast-paced environment.
• Seeking a dedicated full-time and long term role.