Executive Assistant

Fredriks; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company is seeking an Executive Assistant to support the Partner, Head of APAC in Singapore. This role involves high-level administrative support, including calendar and travel management, candidate coordination, and business pipeline support, demanding exceptional organizational and communication skills.

Qualifications

• Exceptional organisation and time management skills.
• Strong English communication skills, both written and verbal.
• Ability to work independently and proactively.

Responsibilities

• Manage and maintain the Head of APAC's calendar.
• Coordinate client and candidate meetings across time zones.
• Plan and coordinate domestic and international travel.

Skills

Organisation

Time Management

Communication

Proactivity

Confidentiality

Tools

MS Office Suite

Google Workspace

Zoom

Job description

Job Title: Executive Assistant to Partner, Head of APAC

Location: Singapore

Job Type: Full-time

Reports To: Partner, Head of APAC

About the Role

• We are looking for a highly proactive, detail-oriented Executive Assistant to support the Partner, Head of APAC. This is a pivotal role that ensures the smooth operation of a fast-paced executive search environment. The ideal candidate is exceptionally organized, resourceful, and capable of managing competing priorities while working across international time zones. You will serve as a strategic partner, enabling the Partner to operate at maximum efficiency through high-level administrative and operational support.

Calendar & Meeting Management

• Manage and maintain the Head of APAC's calendar, including scheduling internal, external, client, and candidate meetings
• Coordinate across time zones and stakeholder schedules to ensure efficient use of time
• Prepare meeting agendas, briefing materials, and follow-up actions for key client and team meetings

Candidate Interview Coordination

• Coordinate client and candidate meetings across time zones, ensuring seamless scheduling and communications
• Liaise with candidates and external stakeholders to ensure a smooth interview process

Travel Coordination

• Plan and coordinate domestic and international travel for the Head of APAC and the APAC team, including flights, accommodation, transportation, and visas

Pipeline & Business Development Support

• Track and manage the Head of APAC’s client and candidate pipeline, ensuring all business development opportunities and engagements are logged on the CRM and followed up

Document & Presentation Preparation

• Assist in drafting, formatting, and editing reports, presentations, and documents for both internal and external use for the Head of APAC and team as needed

Office & Operational Support

• Provide general administrative and operational support to the Singapore office to ensure smooth day-to-day functioning
• Provide responsive, flexible assistance to the Head of APAC and broader team as needs arise
• Support internal operations including office moves, health and safety processes, insurance coordination and regulatory compliance (in collaboration with the company secretary), employee on-boarding and off-boarding
• Support planning of APAC team offsites and internal events, including logistics and budgeting

Qualifications:

• Exceptional organisation and time management skills, with the ability to multitask and prioritise effectively
• Strong English communication skills, both written and verbal, to interact with internal and external stakeholders
• Proficiency in using office software and tools, including MS Office Suite (Word, Excel, PowerPoint, Canva), Google Workspace, and virtual meeting platforms (Zoom)
• Ability to work independently and proactively while maintaining a high level of confidentiality
• A growth mindset, with the willingness to adapt to changing needs and contribute to the professionalisation of the business