Executive Admin Assistant

INTERNATIONAL BRANDS DISTRIBUTION PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

INTERNATIONAL BRANDS DISTRIBUTION PTE. LTD. is seeking a proactive Personal Assistant to support the CEO across Asia-Pacific markets.

You will manage the CEO’s calendar, coordinate travel, prepare executive communications, and safeguard confidential information in a fast-paced regional environment. In this full-time role, you will liaise with cross-functional teams, document meetings, and track action items to align with strategic objectives.

Qualifications

• 5–8 years of executive support experience.
• Experience supporting leadership in Singaporean or multicultural environments.
• Proficient with Google Workspace, Canva, and project management software.
• Exceptional organizational, time-management and multitasking abilities.
• Strong communication skills with discretion and professionalism.
• Comfortable in a fast-paced regional setting.
• Seeking a full-time, long-term role.

Responsibilities

• Proactively manage, optimize, and protect the CEO’s time across multiple time zones.
• Coordinate travel arrangements, itineraries, visas, and accommodation for regional launches.
• Prepare executive presentations, summaries, and external correspondence.
• Handle sensitive information with discretion and trust.
• Serve as liaison between CEO and internal teams and external partners.
• Organize and document executive and board meetings, and track actions.
• Assist with ad hoc tasks as assigned.

Skills

Organizational skills

Time management

Multitasking

Communication skills

Discretion

Professionalism

Multicultural teamwork

Tools

Google Workspace

Canva

Project management tools

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.