Executive assistance cum admin

PIONEER LOGISTICS HOLDINGS PTE. LTD.; Singapore; On-site; SGD 47,000 - 80,000; Full time

Job summary

PIONEER LOGISTICS HOLDINGS PTE. LTD. in Singapore is seeking a highly organized Executive Assistant to support the Managing Director with daily calendars, meetings, travel, and confidential communications.

The ideal candidate will have 2–5 years of EA or secretarial experience, strong discretion, excellent attention to detail, and the ability to coordinate across departments. Proficiency in MS Excel is preferred; diploma or degree in related field is desirable.

Qualifications

• Diploma or degree in Business Administration, Management, Secretarial Studies, or a related discipline preferred.
• Minimum 2–5 years of relevant experience as an Executive Assistant, Personal Assistant, Secretary, Management Assistant, or similar role.
• Experience supporting senior management is an advantage.

Responsibilities

• Manage the Managing Director's calendar, meetings, and communications.
• Coordinate travel, documents, and meetings with stakeholders.
• Prepare materials, reports, and presentations; maintain filing systems.
• Handle confidential information with discretion.
• Assist with personal administrative matters and ad-hoc projects.

Skills

Excel

Education

Diploma or Degree in Business Administration, Management, Secretarial Studies, or a related discipline preferred

Job description

JOB SUMMARY

We are seeking a highly organized, proactive, and trustworthy Executive Assistant cum admin to provide comprehensive administrative, executive, and coordination support. The successful candidate will work closely with the Managing Director to manage daily schedules, business communications, meetings, travel arrangements, documents, follow-ups, and confidential matters. This position requires a high level of discretion, professionalism, attention to detail, initiative, and adaptability , as the Executive Assistant will be exposed to confidential business and personal information and may be required to handle both professional and personal administrative matters.

KEY RESPONSIBILITIES

• Executive Support: Manage the Managing Director's daily calendar, appointments, meetings, and commitments. Coordinate and prioritize meetings and appointments according to business requirements. Screen and manage correspondence, emails, calls, and messages when required. Prepare meeting materials, presentations, reports, letters, and other documents. Maintain an organized filing and document management system. Track important deadlines, follow-ups, renewals, appointments, and outstanding matters. Proactively remind and follow up with the Managing Director on pending matters.
• Meeting & Communication Coordination: Arrange internal and external meetings with clients, suppliers, business partners, professional advisors, and other stakeholders. Coordinate meeting venues, schedules, materials, and logistics. Prepare agendas and take meeting minutes where required. Follow up on action items and ensure agreed tasks are completed. Liaise professionally with internal and external parties on behalf of management.
• Business & Administrative Support: Assist the Managing Director with day-to-day business and administrative matters. Coordinate with different departments and follow up on outstanding tasks. Prepare and compile information, reports, schedules, and presentations. Conduct research and provide relevant information as requested. Assist with company projects, events, business arrangements, and special assignments. Coordinate with external service providers, consultants, banks, professional firms, and other business contacts when required.
• Travel & Business Trip Coordination: Arrange domestic and overseas business travel, including: Flights Hotels Transportation Meeting schedules Travel itineraries Supporting documents. Coordinate appointments and meetings during overseas business trips. Ensure all travel arrangements are organized and communicated clearly. Handle last-minute changes or urgent travel arrangements when required.
• Confidential & Sensitive Matters: Handle confidential company, financial, business, employee, client, and personal information with strict discretion. Maintain confidentiality at all times. Exercise good judgment when dealing with sensitive matters. Ensure confidential documents and information are properly stored and protected. Communicate sensitive matters to the Managing Director promptly and professionally.
• Personal Administrative Assistance: Where required, assist the Managing Director with personal administrative matters, including: Managing personal appointments and schedules. Making reservations and arrangements. Coordinating personal errands and purchases. Arranging appointments and services. Assisting with personal travel arrangements. Handling other reasonable administrative requests.
• Finance & Documentation Support: Assist with preparation and organization of invoices, receipts, expense claims, and payment-related documents. Maintain proper records of business and management expenses. Liaise with accountants, banks, auditors, corporate secretarial firms, lawyers, and other professional advisors when required. Assist in preparing documents required for business transactions, applications, and submissions.
• Office & Event Coordination: Assist in organizing corporate meetings, dinners, events, and business functions. Coordinate logistics, invitations, venues, transportation, and other arrangements. Assist with office administration and coordination when required. Support management during important meetings, events, and business engagements.
• Ad-Hoc & Special Projects: Undertake special projects and assignments as directed by the Managing Director. Assist with urgent or time-sensitive matters. Take initiative to identify potential issues and resolve administrative matters before they become problems. Perform other reasonable duties assigned by management.

Education

Diploma or Degree in Business Administration, Management, Secretarial Studies, or a related discipline preferred.

Experience

Minimum 2-5 years of relevant experience as an Executive Assistant, Personal Assistant, Secretary, Management Assistant, or similar role.

Experience supporting senior management is an advantage.

Skills & Competencies

• Excel