Executive Assistant

DIRECT SEARCH ASIA PTE. LTD.; Singapore; On-site; SGD 60,000 - 96,000; Full time

Job summary

DIRECT SEARCH ASIA PTE. LTD. is seeking an experienced Executive & Administrative Assistant to support the Managing Director with high-level calendar, travel, and meeting coordination.

The role requires discrete handling of confidential information, preparation of agendas, reports, and concise communications across offices and stakeholders in multiple time zones worldwide.

Qualifications

• Proven experience supporting a Managing Director or senior executive.
• Ability to manage complex calendars, travel, and meetings across time zones.
• Discretion handling confidential information and high-level correspondence.

Responsibilities

• Provide comprehensive administrative and organisational support to the Managing Director.
• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, presentations, reports, minutes, and business correspondence.
• Coordinate internal and external meetings with senior management, clients, partners, and stakeholders.
• Monitor follow-ups and ensure key actions and deadlines are completed.
• Handle confidential and sensitive business information with a high level of discretion.
• Assist in coordinating day-to-day business activities and strategic initiatives.
• Follow up with various departments on outstanding matters, projects, and priorities.
• Prepare and consolidate management reports, business updates, and performance information.
• Support tracking business development opportunities and client engagements.
• Assist with preparation for management meetings, client presentations, conferences, and industry events.
• Conduct research and prepare briefing notes on customers, competitors, markets, and opportunities when required.
• Draft and manage emails, letters, presentations, and other communications.
• Maintain professional relationships with clients, partners, senior executives, and stakeholders.
• Coordinate communication across offices, countries, and time zones where required.
• Organise domestic and international business travel, including itineraries.
• Coordinate meetings during business trips and support events.

Skills

Executive support

Calendar management

Travel coordination

Meeting coordination

Stakeholder management

Job description

Key Responsibilities

Executive & Administrative Support

• Provide comprehensive administrative and organisational support to the Managing Director.
• Manage the Managing Director's calendar, appointments, meetings, and travel arrangements.
• Prepare meeting agendas, presentations, reports, minutes, and business correspondence.
• Coordinate internal and external meetings with senior management, clients, partners, and stakeholders.
• Monitor follow-ups and ensure key actions and deadlines are completed.
• Handle confidential and sensitive business information with a high level of discretion.

Business & Operational Coordination

• Assist the Managing Director in coordinating day-to-day business activities and strategic initiatives.
• Follow up with various departments on outstanding matters, projects, and business priorities.
• Prepare and consolidate management reports, business updates, and performance information.
• Support the Managing Director in tracking business development opportunities, client engagements, and key commercial activities.
• Assist with preparation for management meetings, client presentations, conferences, and industry events.
• Conduct research and prepare briefing notes on customers, competitors, markets, and business opportunities when required.

Communication & Stakeholder Management

• Act as a professional liaison between the Managing Director and internal/external stakeholders.
• Draft and manage emails, letters, presentations, and other business communications.
• Maintain professional relationships with clients, business partners, senior executives, and key stakeholders.
• Coordinate communication across different offices, countries, and time zones where required.

Travel & Event Coordination

• Organise domestic and international business travel, including flights, accommodation, transportation, and itineraries.
• Coordinate meetings and appointments during business trips.
• Support the Managing Director in attending conferences, exhibitions, customer meetings, and industry events.
• Assist with company events and executive-level engagements.