Executive Assistant

Allinton Engineering & Trading Pte. Ltd.; Singapore; On-site; SGD 48,000 - 64,000; Full time

Job summary

Allinton Engineering & Trading Pte. Ltd. seeks an highly organized Executive Assistant to support the CEO Office, manage the CEO’s calendar, coordinate meetings, and handle confidential correspondence with discretion.

The role involves coordinating internal and external stakeholders, arranging travel, meetings and events, and maintaining rigorous filing and documentation systems while upholding a high standard of professionalism.

Qualifications

• Diploma or equivalent qualification in Business Administration, Management, Communications or a related discipline.
• Minimum 2 years of relevant experience in Executive Assistant, Personal Assistant, Secretary, Office Administration or a similar role.
• Strong organisational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• High level of professionalism, discretion and confidentiality when handling sensitive information.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Comfortable coordinating with senior management, employees, customers, suppliers and external service providers.
• Able to work independently, exercise sound judgement and follow through on assigned matters.
• Adaptable and comfortable working in a fast-paced environment where priorities may change.
• Strong interpersonal skills and a service-oriented approach.

Responsibilities

• Manage and coordinate the CEO’s calendar, appointments, meetings and schedules.
• Coordinate internal and external meetings, including room arrangements, attendance and logistical requirements.
• Prepare meeting agendas, briefing materials and relevant documents where required.
• Attend meetings when required and prepare accurate meeting notes, minutes and action items.
• Maintain an effective follow-up system to track outstanding matters, deadlines and commitments.
• Coordinate the CEO’s business travel arrangements, including transportation, accommodation, itineraries and related logistics when required.
• Prepare, organise and maintain confidential correspondence, reports, presentations and administrative documents.
• Manage incoming correspondence and route matters to the appropriate internal or external party for follow-up.
• Handle sensitive business and personal information with strict confidentiality and discretion.
• Maintain appropriate filing and document management systems for the CEO’s office.
• Assist with the preparation and coordination of management meetings, presentations and corporate events.
• Support the CEO in coordinating communications and follow-ups with Directors, Heads of Department, employees, customers, suppliers and other stakeholders.
• Coordinate approved personal administrative matters on behalf of the CEO where required.
• Assist with scheduling medical, professional and other appointments and coordinate related administrative arrangements.
• Liaise with clinics, service providers and other external parties for appointment and administrative coordination where authorised.
• Maintain appropriate confidentiality when handling personal information and documents.
• Undertake reasonable ad-hoc administrative assignments relating to the CEO’s office.
• Liaise professionally with internal and external stakeholders on behalf of the CEO.
• Follow up on matters assigned by the CEO and ensure relevant parties provide timely updates.
• Escalate urgent or sensitive matters to the CEO or relevant management personnel where appropriate.
• Maintain accurate records of appointments, commitments, follow-ups and outstanding matters.

Skills

Organisational skills

Time management

Written and verbal communication

Discretion and confidentiality

MS Office proficiency

Independent work

Stakeholder coordination

Education

Diploma or equivalent in Business Administration/Management/Communications

Tools

Microsoft Office (Word, Excel, PowerPoint, Outlook)

Job description

Position Overview

We are looking for a highly organised, discreet and dependable Executive Assistant to the CEO Office to provide executive, administrative and coordination support.

The successful candidate will manage the CEO’s schedule and appointments, coordinate meetings and follow-ups, handle confidential correspondence and documentation, and liaise with internal and external stakeholders on behalf of the CEO.

The role also supports selected administrative arrangements relating to the CEO’s personal affairs where appropriate, including appointment scheduling and coordination with relevant service providers. All matters will be handled with a high level of confidentiality, professionalism and discretion.

Key Responsibilities

Executive & Calendar Management

• Manage and coordinate the CEO’s calendar, appointments, meetings and schedules.
• Coordinate internal and external meetings, including room arrangements, attendance and logistical requirements.
• Prepare meeting agendas, briefing materials and relevant documents where required.
• Attend meetings when required and prepare accurate meeting notes, minutes and action items.
• Maintain an effective follow-up system to track outstanding matters, deadlines and commitments.
• Coordinate the CEO’s business travel arrangements, including transportation, accommodation, itineraries and related logistics when required.

Executive Administration & Confidential Matters

• Prepare, organise and maintain confidential correspondence, reports, presentations and administrative documents.
• Manage incoming correspondence and route matters to the appropriate internal or external party for follow-up.
• Handle sensitive business and personal information with strict confidentiality and discretion.
• Maintain appropriate filing and document management systems for the CEO’s office.
• Assist with the preparation and coordination of management meetings, presentations and corporate events.
• Support the CEO in coordinating communications and follow-ups with Directors, Heads of Department, employees, customers, suppliers and other stakeholders.

Personal Administrative Coordination

• Coordinate approved personal administrative matters on behalf of the CEO where required.
• Assist with scheduling medical, professional and other appointments and coordinate related administrative arrangements.
• Liaise with clinics, service providers and other external parties for appointment and administrative coordination where authorised.
• Maintain appropriate confidentiality when handling personal information and documents.
• Undertake reasonable ad-hoc administrative assignments relating to the CEO’s office.

Stakeholder & Follow-Up Management

• Liaise professionally with internal and external stakeholders on behalf of the CEO.
• Follow up on matters assigned by the CEO and ensure relevant parties provide timely updates.
• Escalate urgent or sensitive matters to the CEO or relevant management personnel where appropriate.
• Maintain accurate records of appointments, commitments, follow-ups and outstanding matters.

Key Requirements

• Diploma or equivalent qualification in Business Administration, Management, Communications or a related discipline.
• Minimum 2 years of relevant experience in Executive Assistant, Personal Assistant, Secretary, Office Administration or a similar role.
• Strong organisational and time-management skills with the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• High level of professionalism, discretion and confidentiality when handling sensitive information.
• Proficient in Microsoft Office applications, including Word, Excel, PowerPoint and Outlook.
• Comfortable coordinating with senior management, employees, customers, suppliers and external service providers.
• Able to work independently, exercise sound judgement and follow through on assigned matters.
• Adaptable and comfortable working in a fast-paced environment where priorities may change.
• Strong interpersonal skills and a service-oriented approach.

Advantageous

• Previous experience supporting a CEO, Managing Director, Director or senior executive.
• Experience in a corporate or SME environment.
• Experience coordinating business travel, corporate meetings or executive events.
• Experience handling confidential corporate documentation.
• Experience coordinating appointments and administrative arrangements with external service providers.