Executive Assistant

DOEHLE SHIPMANAGEMENT PTE. LTD.; Singapore; On-site; SGD 60,000 - 110,000; Full time

Job summary

DOEHLE SHIPMANAGEMENT PTE. LTD. in Singapore seeks an proactive, organized Executive Assistant to provide comprehensive administrative and operational support to the Management Team, ensuring smooth daily office operations and coordinated business activities.

You will manage travel arrangements, prepare meetings, handle correspondences, oversee office logistics, and support corporate communications while maintaining compliance with ISM and ISO standards.

Qualifications

• Bachelor's degree or equivalent undergraduate qualification.
• Minimum 4 years of relevant experience as Executive Assistant, Personal Assistant or Office Administration roles to C suite level or Director level.
• Excellent written and spoken English. Proficiency in Mandarin Chinese would be an advantage.
• Strong organisational, communication and multitasking skills, with excellent attention to detail.
• Proficient in Microsoft Office applications.
• Ability to work independently, prioritise tasks and adapt to changing business needs.
• A proactive, flexible and service-oriented team player who can work effectively with different departments and stakeholders.

Responsibilities

• Provide day-to-day administrative support to the Management Team, including coordinating meetings, appointments, correspondence, meeting minutes and office arrangements.
• Oversee office administration, manage office supplies, company merchandise, corporate gifts and stationery, and organise company events, functions and client receptions.
• Arrange flights, accommodation and visa applications for management and visitors. Liaise with airlines and travel agencies, manage travel expenses and claims, and verify related invoices.
• Maintain and update company communication platforms, including the intranet, LinkedIn and corporate website. Assist with preparing company news and relevant content.
• Coordinate workstation arrangements for internal and external guests, manage corporate mobile phone contracts and distribution, and ensure meeting rooms and office facilities are well maintained.
• Monitor vessel calls in Singapore, coordinate occasional gifts for seafarers, and ensure compliance with company standards and procedures, including ISM and ISO requirements.
• Promptly identify and report potential internal or external cyber risks and opportunities to the relevant personnel.

Skills

Executive support

Office administration

Multitasking

English proficiency

Mandarin (advantage)

MS Office

Education

Bachelor's degree

Tools

Microsoft Office

Job description

Job Overview

We are looking for a proactive, organised and resourceful Executive Assistant to provide comprehensive administrative and operational support to the Management Team. The successful candidate will play an important role in ensuring the smooth running of daily office operations, coordinating business activities, managing travel arrangements and supporting internal and external communications.

Key Responsibilities

• Management & Administrative Support: Provide day-to-day administrative support to the Management Team, including coordinating meetings, appointments, correspondence, meeting minutes and office arrangements.
• Office & Event Management: Oversee office administration, manage office supplies, company merchandise, corporate gifts and stationery, and organise company events, functions and client receptions.
• Travel & Logistics Coordination: Arrange flights, accommodation and visa applications for management and visitors. Liaise with airlines and travel agencies, manage travel expenses and claims, and verify related invoices.
• Corporate Communications: Maintain and update company communication platforms, including the intranet, LinkedIn and corporate website. Assist with preparing company news and relevant content.
• Office Operations: Coordinate workstation arrangements for internal and external guests, manage corporate mobile phone contracts and distribution, and ensure meeting rooms and office facilities are well maintained.
• Additional Responsibilities: Monitor vessel calls in Singapore, coordinate occasional gifts for seafarers, and ensure compliance with company standards and procedures, including ISM and ISO requirements.
• Risk Awareness: Promptly identify and report potential internal or external cyber risks and opportunities to the relevant personnel.

Requirements & Qualifications

• Bachelor's degree or equivalent undergraduate qualification.
• Minimum 4 years of relevant experience as Executive Assistant, Personal Assistant or Office Administration roles to C suite level or Director level.
• Excellent written and spoken English. Proficiency in Mandarin Chinese would be an advantage.
• Strong organisational, communication and multitasking skills, with excellent attention to detail.
• Proficient in Microsoft Office applications.
• Ability to work independently, prioritise tasks and adapt to changing business needs.
• A proactive, flexible and service-oriented team player who can work effectively with different departments and stakeholders.