Executive Assistant

ASUS GLOBAL PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

ASUS GLOBAL PTE. LTD. seeks an Executive Assistant to provide comprehensive administrative support to the General Manager. The role manages calendars, meetings, travel arrangements, communications, and reports while serving as a key contact between the executive and stakeholders.

Key activities include calendar management, travel logistics, meeting coordination, and confidential handling of information in a fast-paced environment.

Qualifications

• Provide comprehensive administrative support to General Manager.
• Manage GM's calendars, meetings, and travel arrangements.
• Draft professional emails, reports, presentations, and letters.
• Coordinate with internal and external stakeholders.
• Handle confidential information with discretion.
• Organize filing systems and databases.
• Support governance, audit, and compliance requirements.
• Plan events, workshops, and meetings.
• Track action items and deadlines.
• Prepare reports and dashboards.

Responsibilities

• Calendar, schedule, and meeting management for the GM.
• Coordinate travel arrangements, itineraries, and visas when needed.
• Prepare meeting agendas, minutes, and distribute action items.
• Draft emails, reports, presentations, and letters for executives.
• Maintain filing systems and databases; handle procurement requests.
• Coordinate cross-department projects and dashboards as required.
• Liaise with clients, vendors, and senior management.
• Organize events, workshops, and venue logistics.
• Ensure timely reporting and documentation for governance processes.

Skills

Calendar management

Travel coordination

Meeting management

Communication

Organization

Discretion

Stakeholder management

Event coordination

Confidentiality

Tools

Microsoft Office

Outlook

Word

Excel

PowerPoint

Teams

Job description

The Executive Assistant provides comprehensive administrative and operational support to General Manager. This role manages calendars, meetings, travel arrangements, communications, reports, and special projects while serving as a key point of contact between the executive and internal/external stakeholders. The position requires strong organizational skills, discretion, initiative, and the ability to work in a fast-paced environment.

Key Job Scope of an Executive Assistant:

1. Calendar & Schedule Management

• Manage GM's appointments, meetings, and events.
• Coordinate internal and external meetings.
• Prioritize schedules and resolve calendar conflicts.
• Send meeting invitations and reminders.

2. Travel & Logistics Coordination

• Arrange business travel, including flights, hotels, transportation, and visas.
• Prepare travel itineraries and briefing documents.
• Manage travel expense claims and reimbursements.

3. Meeting Management

• Prepare meeting agendas and supporting materials.
• Take minutes during meetings and distribute action items.
• Track follow-up actions and deadlines.

4. Communication Management

• Draft professional emails, reports, presentations, and letters.
• Act as a liaison between executives and stakeholders.

5. Administrative Support

• Organize filing systems and databases.
• Handle office administration and procurement requests.

6. Project & Task Coordination

• Monitor ongoing projects and timelines.
• Coordinate across departments to ensure deliverables are completed.
• Support special projects assigned by management.

7. Stakeholder Relationship Management

• Interact with clients, vendors, business partners, and senior management.
• Build and maintain positive professional relationships.
• Represent the executive professionally when required.

8. Event & Business Function Organization

• Coordinate team events, workshops, and meetings.
• Manage venue bookings, catering, and logistics.
• Ensure smooth execution of events.

9. Reporting & Documentation

• Prepare reports, dashboards, and presentations.
• Compile business data and management reports.
• Maintain accurate records of meetings and decisions.

10. Confidentiality & Governance

• Handle sensitive business information with discretion.
• Ensure documents comply with company policies.
• Support governance, audit, and compliance requirements when needed.

Key Skills Required

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams)
• Ability to multitask and prioritize effectively
• Attention to detail and accuracy
• Problem-solving and decision-making skills
• Professionalism and confidentiality
• Stakeholder management and interpersonal skills