Executive Assistant

The Citco Group Limited; Singapore; On-site; SGD 56,000 - 89,000; Full time

Job summary

The Citco Group Limited in Singapore seeks an Executive Assistant & Office Admin Executive to provide high-level executive and administrative support to the Singapore MD and senior staff. This role also handles day-to-day office administration for the Changi office, combining priority EA duties with office management.

Key responsibilities include calendar management, travel arrangements, document preparation, stakeholder liaison, and event coordination.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related field.
• 3–5 years of experience in an Executive Assistant or senior administrative role.
• Experience in a multinational corporate environment, ideally in financial services.

Responsibilities

• Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
• Arrange end-to-end domestic and international travel for the MD and staff.
• Prepare daily schedules, reminders, and coordinate schedule changes and travel amendments with discretion.
• Follow up on approvals, signatures, and ensure timely closure of action items.
• Act as primary point of contact between executives and stakeholders, liaising with senior management, clients, and partners.
• Prepare and format documents, presentations, and meeting materials to a high standard.
• Support planning and logistics for townhalls, offsites, training sessions, and team events.
• Cope with front desk, welcome visitors, and manage refreshment setup for meetings.

Skills

Calendar management

Travel arrangements

Stakeholder management

Discretion

Communication

Microsoft 365

English proficiency

Education

Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related field

Tools

Microsoft 365

Microsoft Copilot

Job description

The Executive Assistant & Office Admin Executive provides high-level executive and administrative support to the Singapore MD's and senior staff, while also managing day-to-day office administration for the Changi office. This is a dual-function role combining priority EA responsibilities with office administration duties

Main Job Functions / Responsibilities:

• Proactively manage calendars, resolve scheduling conflicts, and prioritize meetings for the MD and senior staff.
• Arrange end-to-end domestic and international travel, including flights, accommodation, transportation, and itineraries for the MD and staff.
• Prepare daily schedules, reminders, and flag urgent or time-sensitive matters requiring executive attention. Coordinate schedule changes, meeting adjustments, and travel amendments with professionalism and discretion.
• Follow up on approvals, signatures, pending responses, and ensure timely closure of action items.
• Act as the primary point of contact between executives and internal/external stakeholders, liaising with senior management, clients, and external partners professionally.
• Prepare and format documents, presentations, correspondence, and meeting materials to a high standard
• Anticipate executive needs and proactively identify and resolve potential issues before they elevate
• Support planning and logistics for townhalls, offsites, training sessions, and team events

Office Administration S

• copeCover the front desk, welcome visitors, and manage refreshment setup for meetings and gue
• sts.Sort and distribute incoming/outgoing mail and coordinate courier servi
• ces.Book and prepare meeting rooms, ensuring technology and refreshments are re
• ady.Issue visitor access passes and coordinate with building management on access requireme
• nts.Answer calls, check and route voicemail messages, and manage general office enquir
• ies.Maintain and update relevant Teams channels with office-related information and announceme
• nts.Compile monthly invoices, update user lists, and liaise with office vendors and service providers as needed

Personality Traits & Core Competencies:

Organisational Excellence

• Ability to manage multiple priorities, calendars, and deadlines simultaneously.
• Meticulous attention to detail in scheduling, document preparation, and followups
• Natural ability to prioritise effectively and adapt to changing demands

Communication & Stakeholder Management:

• Excellent written and verbal communication skills
• Establish and maintain relationships with executives, clients, internal stakeholders, and external partners
• Comfortable engaging with C-suite executives and senior management

Discretion & Professionalism

• Handle sensitive and confidential information with the utmost discretion
• Maintain composure and professionalism in high- pressure situations
• Represent the office and executives with poise and reliabi=lity

Proactive & Resourceful

• Anticipate executive needs and proactively resolve issues
• Take initiative and solve problems independently without constant supervision
• Identify ways to improve office processes and executive support workflows
• Work collaboratively with the co-EA to ensure seamless cross-coverage and consistent service delivery.
• Support colleagues and contribute to a positive office environment
• Flexible and willing to take on additional tasks as required

Drive for Results

• Deliver to agreed timelines and take ownership of tasks
• Exhibit a can-do positive attitude and commitment to service excellence
• Reflect on own performance to ensure accountability

Education & Experiences:

• Diploma or Bachelor's degree in Business Administration, Office Management, Communications, or a related feild
• 3–5 years of experience in an Executive Assistant, Personal Assistant, or senior administrative role, preferably supporting Director-level or above
• Experience in a multinational corporate environment, ideally in financial services
• Strong proficiency in Microsoft 365 (Outlook, Teams, Word, Excel, PowerPoint
• Familiarity with collaboration tools and AI productivity tools (e.g., Microsoft Copilot) is a plus.
• Excellent command of written and spoken English; additional languages are an advantage.
• Strong interpersonal skills with the ability to build rapport across all levels of the organisation..