Executive Assistant

HEGEN PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company specializing in mother and baby products is looking for a Senior Executive Assistant in Singapore. The role involves supporting the C-suite with administrative excellence and strategic coordination. The ideal candidate should have significant experience in fast-paced environments and possess exceptional communication skills, including fluency in Mandarin. Join us to make a meaningful impact while advancing your career.

Qualifications

• At least 5 years experience supporting C-suite executives.
• Mandarin-speaking ability is mandatory.
• Strong written and verbal skills required.

Responsibilities

• Manage calendars and schedule appointments for CEO & COO.
• Handle complex travel arrangements including flights and accommodations.
• Prepare meeting agendas and take minutes for various meetings.

Skills

Communication

Problem-solving

Attention to detail

Confidentiality

Initiative

Tools

MS Office Suite

Google Calendar

Zoom

Teams

Travel booking platforms

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.

THE ROLE

We are seeking an experienced Senior 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 the C-suite, you will help drive organizational goals by providing high-level administrative and strategic support. 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:

1. Serve as the first point of contact for the CEO & COO in managing and maintaining calendars, scheduling appointments and meetings as needed
2. Manage all calendar needs across stakeholders in Singapore and regional countries
3. Receive and evaluate incoming correspondence and communication for the CEO and COO
4. Review documents, proofreading of contracts, legal and non-disclosure agreements for the CEO and COO
5. Prepare for internal and external meetings, which includes agenda preparation, minute-taking, and preparation of research & presentation materials
6. Handle complex travel arrangements (flights, accommodations, visas) and itinerary research & planning for both the CEO & COO's business and personal travels
7. Conduct research and analysis for the CEO/COO as and when required
8. Support in organizing and executing company-wide events on an ad-hoc basis
9. Assist with family and domestic requirements as and when required by the CEO/COO
10. Any other tasks as assigned

Requirements:

1. At least 5 years of experience working in an office environment, performing administrative duties, and providing exclusive support to C-suite executives
2. Demonstrated experience working in a fast-paced and/or high-growth environment
3. Proactive problem solver with exceptional communication skills and meticulous attention to detail
4. Amicable and pleasant demeanor to work effectively with different stakeholders and possess a can-do attitude
5. Strong written and verbal communication skills
6. Mandarin-speaking ability is mandatory due to the nature of business operations and stakeholders
7. Adaptable and resourceful to manage competing priorities and ensure organizational effectiveness
8. Proven ability to anticipate needs and take proactive action
9. Always maintain discretion and demonstrate high levels of confidentiality and professionalism
10. Strong sense of initiative, accountability, and reliability
11. Proficient in calendar and meeting tools (e.g., Google Calendar, Zoom, Teams), travel booking platforms, and expense systems
12. Proficient in MS Office Suite (Outlook, Word, Excel, PowerPoint)
13. 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].