Executive Assistant

Sonova; Singapore; On-site; SGD 70,000 - 90,000; Full time

Job summary

A leading hearing solutions company in Singapore is seeking an experienced Executive Assistant to manage complex calendars, prepare meeting materials, and coordinate communications. The ideal candidate will have over 8 years of experience as an Executive Assistant, with excellent organizational skills and a strong ability to maintain confidentiality. This role is crucial for supporting APAC executives and ensuring seamless operations within the organization. Candidates must have valid work authorization in Singapore.

Qualifications

• 8+ years of experience as an Executive Assistant / Personal Assistant.
• Professionalism, diplomacy, and cultural sensitivity.
• Demonstrated ability to handle confidential information with integrity.

Responsibilities

• Manage complex, multi‑time‑zone calendars for multiple APAC executives.
• Prepare briefing books, agendas, and pre‑read materials for meetings.
• Coordinate with regional leaders to synchronize initiatives.

Skills

Excellent written and verbal communication

Exceptional organizational skills

Relationship-building skills

Ability to juggle competing priorities

Proactive and resourceful

Education

Bachelor’s degree or equivalent professional experience

Job description

Who we are

At Sonova, we envision a world where everyone can enjoy the delight of hearing. This vision inspires us and fuels our commitment to developing innovative solutions that improve hearing health and human connection – from personal audio devices and wireless communication systems to hearing aids and cochlear implants. We’re dedicated to providing outstanding customer experiences through our global audiological care services, ensuring that everyone has the opportunity to engage fully with the world around them.

Guided by a culture of continuous improvement that fosters resilience and self‑motivation, our team is united by a shared commitment to excellence and a deep sense of pride in our work, each of us playing a vital role in creating meaningful change. Here you’ll find a diverse range of opportunities that span both consumer and medical solutions and the freedom to shape your career while making an impact on the lives of others. Join us in our mission to create a more connected world, where every voice is heard and every story matters.

Singapore, Singapore

Executive Assistant

At Sonova, our vision is straightforward. We foster a world in which there is a solution to every hearing loss, and all people equally enjoy the delight of hearing. Our market‑leading innovation puts us at the forefront of audiological performance through clear rich sound experience. We continue to optimize efforts to match the growing needs of the Singapore market.

Responsibilities

Calendar and Inbox Management

• Manage complex, multi‑time‑zone calendars for multiple APAC executives based in Singapore.
• Prioritize meeting requests, resolve scheduling conflicts, and optimize time for strategic priorities.
• Screen, draft, and respond to emails where appropriate, flag critical items for executive review.

Meetings and Meeting Materials

• Prepare briefing books, agendas, and pre‑read materials for internal and external meetings.
• Attend meetings when appropriate; capture accurate minutes, action items, owners, and due dates; drive follow‑up.

Travel Planning and Expenses for Leadership Team

• Arrange domestic and international travel including air, rail, accommodation, visas, and itineraries for the leadership team.
• Prepare, review, and submit expense reports; ensure compliance with travel policy and budgetary constraints.
• Proactively mitigate travel risks (weather, visa changes, health advisories) and provide contingency options.
• Manage Vendor and travel booking platform – Egencia Travel Management system; leverage to maintain and update users.

Communication and Stakeholder Management

• Act as the point of contact between the executives and internal or external colleagues.
• Serve as a credible liaison between executives and regional teams, partners, and customers.
• Draft professional communications, presentations, and executive summaries.
• Coordinate with regional leaders and cross‑functional teams to synchronize initiatives.

Invoice and Account Management

• Check invoices for purchase orders and delivery notes and assign invoices to Finance with approval.
• Resolve discrepancies with vendors or internal teams.

Project and Operational Support

• Track action items and project milestones; follow up with owners to ensure timely completion.
• Provide light project coordination for regional initiatives, events, town halls, and offsites.
• Maintain and organize digital filing systems, meeting notes, and knowledge bases (e.g., SharePoint).

Event Planning and Coordination

• Plan and execute APAC leadership meetings, offsites, and all‑hands events and Global townhall.
• Manage vendor relations, venues, logistics, catering, and on‑site support.

Reporting and Analytics

• Prepare periodic status updates, dashboards, and executive‑ready reports as needed.
• Monitor calendar effectiveness, travel spending, and productivity metrics; propose improvements.

Governance, Compliance, and Confidentiality

• Maintain strict confidentiality of sensitive information.
• Ensure compliance with local regulations and company policy in all administrative activities.

What you need to have

• Bachelor’s degree or equivalent professional experience.
• 8+ years of experience as an Executive Assistant / Personal Assistant.
• Excellent written and verbal communication; ability to draft concise, professional communications and executive summaries.
• Exceptional organizational skills with meticulous attention to detail; ability to juggle competing priorities and manage multiple executives simultaneously.
• Professionalism, diplomacy, and cultural sensitivity; strong relationship‑building skills with stakeholders at all levels.
• Proactive, resourceful, and capable of making sound judgments with limited information.
• Demonstrated ability to handle confidential information with integrity.

Please note: We are unable to provide work pass sponsorship for this position. Applicants must have existing and valid work authorization in Singapore to be considered.

Sonova is an equal opportunity employer.

We team up. We grow talent. We collaborate with people of diverse backgrounds to win with the best team in the market place. We guarantee every person equal treatment in regard to employment and opportunity for employment, regardless of a candidate’s ethnic or national origin, religion, sexual orientation or marital status, gender, genetic identity, age, disability or any other legally protected status.