Executive Administrative Assistant (6 months)

ROBERT WALTERS (SINGAPORE) PTE LTD; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A prominent financial institution in Singapore is seeking an Executive Administrative Assistant to ensure smooth operations. This role involves managing executive calendars, coordinating travel, and providing essential administrative support. The ideal candidate will have experience in fast-paced environments, exceptional organizational skills, and advanced proficiency in Microsoft Office applications. The institution values a collaborative culture with growth opportunities.

Benefits

Flexible working options

Access to ongoing training

Potential pathways to permanent employment

Qualifications

• Proven experience supporting senior executives in financial or professional services.
• Exceptional organisational skills for managing multiple tasks and tight deadlines.
• Advanced proficiency in Microsoft Office applications.

Responsibilities

• Provide comprehensive administrative support to senior management.
• Organise complex travel arrangements for executives.
• Coordinate internal and external meetings effectively.

Skills

Calendar management

Travel coordination

Expense processing

Document preparation

Communication skills

Organisational skills

Tools

Microsoft Outlook

Microsoft Excel

Microsoft PowerPoint

Microsoft Word

Job description

What you’ll do:

As an Executive Administrative Assistant, you will play a key role in ensuring the smooth operation of daily activities within a prominent financial institution. Your responsibilities include managing executive calendars, coordinating travel, processing expenses, and preparing key documents. You will organise meetings with both internal teams and external partners, ensuring all logistics run efficiently. In addition to supporting senior leaders, you will collaborate across departments and provide assistance during busy periods. Success in this role requires strong organisation, adaptability under pressure, and a commitment to delivering high-quality administrative support.

• Provide comprehensive day-to-day administrative support to senior management, ensuring seamless calendar management, scheduling, and meeting coordination.
• Organise complex travel arrangements including flights, accommodation, and logistics for executives, ensuring all details are managed efficiently and accurately.
• Process expense claims and reimbursements promptly, maintaining meticulous records and adhering to company policies.
• Assist in preparing presentation materials, reports, and essential documentation required by leadership for internal and external meetings.
• Coordinate both internal and external meetings by managing invitations, agendas, minutes, and follow-up actions to ensure effective communication.
• Offer general office support such as handling correspondence, filing documents, and maintaining office supplies to facilitate smooth daily operations.
• Support other teams as needed by participating in ad hoc projects or providing additional administrative assistance during peak periods or special initiatives.
• Liaise with various departments to gather information or resolve queries related to administrative processes or project requirements.
• Maintain confidentiality when handling sensitive information pertaining to business operations or executive matters.
• Adapt quickly to shifting priorities by managing multiple tasks simultaneously while upholding high standards of accuracy.

What you bring:

The ideal candidate for this Executive Administrative Assistant role has proven experience supporting senior executives in fast-paced professional environments. You are skilled in managing complex schedules, coordinating travel, processing expenses, and preparing polished documents.

• Proven experience in an administrative capacity within financial services or professional services environments supporting senior stakeholders.
• Exceptional organisational skills demonstrated through precise calendar management and prioritisation of multiple tasks under tight deadlines.
• Advanced proficiency in Microsoft Office applications including Outlook for scheduling, Excel for data tracking, PowerPoint for presentations, and Word for document preparation.
• Excellent written and verbal communication skills that enable clear interaction with colleagues at all levels as well as external contacts.
• Meticulous attention to detail when handling travel bookings, expense claims, or confidential documentation.
• Ability to manage competing priorities effectively while remaining calm under pressure in a fast-moving office setting.
• Demonstrated reliability as a dependable team member who can be trusted with sensitive information and critical tasks.

What sets this company apart:

This organisation is a respected financial institution in Singapore known for its collaborative and supportive culture. Employees work alongside experienced professionals in an inclusive environment where every voice is valued. With access to ongoing training and exposure to high-profile projects, staff benefit from continuous personal and professional growth. The company also offers potential pathways to permanent employment, reflecting its commitment to recognising talent and nurturing development. Flexible working options may be available, underscoring its genuine focus on employee wellbeing and operational excellence.

What’s next:

If you are ready to take on a rewarding Executive administrative role that could open doors for your future career in finance or professional services, this is your moment!

Apply today by clicking on the link provided—your next great opportunity awaits!