Executive Assistant

Hegen; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading mother and baby product company in Singapore is seeking an experienced Executive Assistant to support the C-suite. You will manage calendars, coordinate travel, and handle communications, ensuring the smooth operation of executive activities. The ideal candidate has at least 3 years of experience, strong communication skills, and a proactive mindset. Join us in making a difference for mothers worldwide.

Benefits

Opportunities for career development

Inclusive work environment

Qualifications

• Minimum 3 years of experience as a Personal or Executive Assistant.
• Experience in fast-paced or high-growth environments.
• Strong detail-oriented skills with the ability to multi-task.

Responsibilities

• Manage and maintain calendars for C-suite Executives.
• Plan and coordinate complex travel arrangements.
• Prepare materials for internal and external meetings.

Skills

Administrative excellence

Strong written communication

Time management

Proficiency in MS Office

Discretion and confidentiality

Problem-solving

Education

Diploma and/or Bachelor’s degree in Business Administration

Tools

Google Calendar

Zoom

Teams

Job description

At Hegen, we redefine the parenting experience with award-winning innovations tailored for mothers and their little ones. As a trusted brand in mother and baby products, our mission is to empower mothers in their breastfeeding journey and ease the transition into parenthood through meaningful products and services. Recognized as one of Singapore’s top 10 fastest growing companies, Hegen takes pride in creating practical solutions that combine thoughtful designs with functionality and sustainability for time-strapped parents.

About the Role

We are seeking an experienced Executive Assistant to join our fast-growing business. In this key role, you will be instrumental in supporting the leadership team and ensuring the smooth execution of executive operations. As a trusted partner to our C-suite executives, you will help drive organizational goals by providing strategic administrative support for personal and executive matters. The dynamic nature of this role requires a high degree of adaptability, consistency, and the ability to handle sensitive information with utmost confidentiality. Success in this position calls for a blend of administrative excellence, strategic coordination, and unwavering professionalism.

Responsibilities:

• Serve as the first point of contact for C-suite Executives in managing and maintaining calendars, scheduling appointments and meetings as needed
• Plan, book, and coordinate complex domestic and international travel arrangements, ensuring seamless itineraries and contingency planning.
• Manage email inbox, draft and respond to communications as directed
• Handle incoming calls, messages, and requests professionally, ensuring timely follow-up and prioritisation
• Provide personal support including errands, reservations, reminders, and other ad-hoc tasks to enable the Executives to focus on strategic priorities
• Prepare for internal and external meetings which includes agenda preparation, minutes taking and preparation of research & presentation materials
• Coordinate logistics for internal and external meetings, including venue booking and technology set-up
• Review documents, proofreading of contracts, legal and non-disclosure
• Maintain organised filing systems (physical and electronic) for ease of retrieval and confidentiality.
• Liaise professionally with internal and external stakeholders, clients, and partners on behalf of the Executive.
• Build strong working relationships across the organisation to facilitate effective collaboration.
• Any other tasks as assigned

Requirements:

• Diploma and/or Bachelor’s degree in Business Administration or related fields
• Minimum 3 years of experience in a Personal Assistant or Executive Assistant role supporting senior management or C-suite executives.
• Demonstrated experience working in fast-paced and/or high-growth environment
• Amicable and pleasant demeanour to work effectively with different stakeholders and possess a can-do attitude
• Strong written and verbal communication skills
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• High level of discretion, confidentiality, and professionalism
• Flexibility to manage urgent tasks beyond office hours when necessary
• Strong sense of ownership, accountability and responsibility
• Proactive, resourceful with a solutions-oriented mindset
• Proficient in calendar, meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms and expense systems
• Proficient in MS Office Suite
• Background in retail, FMCG, or related industries is advantageous

At Hegen, we are passionate about fostering a purpose-driven, inclusive and collaborative work environment where every team member can thrive. We’re committed to supporting personal growth and offering opportunities for career development at every stage of your journey.

Be part of our dynamic vision to impact 100 million mothers worldwide. Apply now and embark on an exciting career journey with Hegen! You may also submit your resume and cover letter to [e-mail].