Executive Assistant

ROTARY ENGINEERING PTE. LTD.; Singapore; On-site; SGD 47,000 - 76,000; Full time

Job summary

ROTARY ENGINEERING PTE. LTD. is seeking an Executive Secretary to provide comprehensive administrative and secretarial support to the Deputy 2nd Chairperson.

The role emphasizes discretion, organization, and the ability to manage multiple priorities in a fast-paced corporate setting. Responsibilities include managing calendars, scheduling events, coordinating meetings with stakeholders, and drafting correspondence.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Secretarial Studies, Management, or related disciplines is preferred.
• 3–5 years of experience as an Executive Secretary/EA/PA or similar role supporting senior management.
• Experience supporting C-suite executives or chairpersons is advantageous.
• Proficient in Microsoft Office suite and calendar management tools.

Responsibilities

• Provide full secretarial and administrative support to the Deputy 2nd Chairperson.
• Manage calendar, schedule appointments, meetings, and events with prioritization.
• Coordinate internal and external meetings, prepare agendas and logistics.
• Screen calls and emails, respond where appropriate, track follow-ups.

Skills

Organizational skills

Time management

Calendar management

Written and verbal communication

Professionalism and discretion

Stakeholder management

Independence and multitasking

MS Office proficiency

Education

Diploma or Bachelor's Degree in Business Administration or Secretarial Studies

Tools

Microsoft Office

Job description

Reporting To

Deputy 2nd Chairperson

Job Purpose

The Executive Secretary provides comprehensive administrative and secretarial support to the Deputy 2nd Chairperson, ensuring the smooth coordination of daily activities, appointments, meetings, and correspondence. The role requires exceptional organizational skills, professionalism, discretion, and the ability to effectively manage priorities in a fast-paced corporate environment.

Key Responsibilities

Executive & Administrative Support

• Provide full secretarial and administrative support to the Deputy 2nd Chairperson.
• Manage and maintain the Deputy 2nd Chairperson's calendar, ensuring effective scheduling and prioritization of appointments, meetings, and events.
• Coordinate internal and external meetings, including preparing agendas, arranging meeting venues, and organizing logistics.
• Screen and prioritize incoming calls, emails, and correspondence, responding where appropriate.
• Track and monitor follow-up actions arising from meetings and ensure timely completion.

Calendar & Appointment Management

• Maintain an accurate and up-to-date executive calendar.
• Schedule, reschedule, and coordinate appointments while ensuring there are no conflicts.
• Arrange meetings with internal stakeholders, clients, business partners, government agencies, and external parties.
• Send meeting invitations, reminders, and confirmations.

Meeting Coordination

• Prepare meeting materials, presentations, reports, and briefing documents as required.
• Attend meetings when necessary and record meeting minutes.
• Follow up on action items and provide status updates to the Deputy 2nd Chairperson.

Travel & Event Coordination

• Arrange business travel, accommodation, transportation, and itineraries.
• Coordinate executive attendance at corporate events, conferences, and business functions.
• Handle travel claims and expense documentation where applicable.

Correspondence & Documentation

• Draft, review, and manage professional correspondence, reports, and presentations.
• Maintain confidential records, documents, and filing systems.
• Ensure all sensitive information is handled with the highest level of confidentiality.

Stakeholder Management

• Act as the primary point of contact between the Deputy 2nd Chairperson and internal/external stakeholders.
• Liaise with department heads, project teams, clients, and business associates on behalf of the Deputy 2nd Chairperson.
• Facilitate smooth communication and coordination across departments.

Office Administration

• Monitor and coordinate administrative tasks assigned by the Deputy 2nd Chairperson.
• Assist in preparing monthly reports, management presentations, and corporate documentation.
• Support special projects and ad-hoc assignments as directed.

Requirements

Education

Preferably Diploma or Bachelor's Degree in Business Administration, Secretarial Studies, Management, or related disciplines.

Experience

• Minimum 3-5 years of experience as an Executive Secretary, Personal Assistant, Executive Assistant, or similar role supporting senior management.
• Experience supporting C-suite executives, directors, or chairpersons is preferred.

Knowledge & Skills

• Excellent organizational and time management skills.
• Strong calendar management and scheduling capabilities.
• Excellent written and verbal communication skills.
• High level of professionalism, integrity, and confidentiality.
• Strong interpersonal and stakeholder management skills.
• Ability to work independently and manage multiple priorities.
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams).

Key Competencies

• Confidentiality & Discretion
• Attention to Detail
• Planning & Coordination
• Communication Skills
• Stakeholder Management
• Problem Solving
• Professionalism
• Multitasking & Time Management