Executive Assistant

Daiichi Life Asia Pacific; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Daiichi Life Asia Pacific is seeking an Executive Assistant to join our Accounting & Administration team in Singapore. The role provides C-suite support, coordinating schedules, communications, travel, and logistics for leadership and regional events.

Key requirements include a Diploma or higher with 5+ years of experience, strong organizational and communication skills, and proficiency in Microsoft 365, Teams, SharePoint, PowerPoint and Excel.

Qualifications

• Diploma or higher with more than 5 years of relevant experience supporting senior executives.
• Experience managing meetings, events and complex logistics.
• Executive presence and discretion, with integrity in handling confidential information.
• Strong organizational skills with ability to prioritize across executives and anticipate needs.
• Excellent stakeholder management and professional communication with leaders and staff.
• Strong problem-solving skills and capability to handle escalation and complexity.

Responsibilities

• Organize and maintain C-suite schedules, meetings and travel arrangements.
• Coordinate travel for C-suite with internal stakeholders and BUs.
• Manage correspondence and filter requests for the C-suite Executives.
• Protect time by prioritizing meetings and tasks effectively.
• Manage travel requests, expenses, and claims for the C-suite.
• Set up meetings using Microsoft Teams and coordinate logistics for events.
• Plan and monitor end-to-end logistics for leadership meetings and town halls.
• Ensure smooth on-site coordination as required.

Skills

Executive support

Event management

Stakeholder management

Organizational skills

Communication

Problem solving

Education

Diploma or higher

Tools

Microsoft 365

Microsoft Teams

SharePoint

PowerPoint

Excel

AV meeting technology

Job description

We are seeking an Executive Assistant to join our Accounting & Administration team in Singapore.

This role provides support to the C-suite Executives, which includes managing schedules, communications, travel and other tasks to enhance productivity and efficiency. A key part of the role includes end-to-end logistics management of leadership and regional events, and internal management meetings.

Key Responsibilities

C-suite Executive Support

• Organize and maintain C-suite Executives’ schedules, including meetings, appointments and travel arrangements.
• Coordinate with internal stakeholders and those in the Business Units (BUs) for all business-related travel by the C-suite Executives.
• Serve as the primary point of contact for stakeholders, managing correspondence and filtering requests for the C-suite Executives.
• Protect the C-suite Executives’ time by managing incoming requests and prioritizing meetings and tasks effectively.
• Manage and submit travel requests, expenses and claims on behalf of C-suite Executives.

Administrative Support

• Prepare and submit documents to various authorities, including obtaining signatures from relevant internal and external parties, mailing and circulating documents, and related administrative activities.
• Set up meetings between various participants, including coordinating schedules and arranging meetings using platforms such as Microsoft Teams.
• Plan and monitor the execution of end-to-end logistics for events, including internal management meetings, leadership conferences and town halls.
• Ensure smooth delivery and seamless on-site coordination as required.

What We're Looking For

• Diploma or higher with more than 5 years of relevant experience supporting senior executives.
• Proven experience managing meetings, events and complex logistics.
• Executive presence and discretion, with the ability to handle confidential information with integrity.
• Strong organizational skills, with the ability to prioritize across multiple Executives, anticipate needs and ensure excellent follow-through.
• Strong stakeholder management skills, with the ability to communicate professionally with senior leaders, employees, consultants and other stakeholders.
• Strong problem-solving skills, with the ability to manage complexity, escalation issues appropriately and remain solutions-focused.
• Proficiency in Microsoft 365, Microsoft Teams, SharePoint, PowerPoint and Excel, as well as expense reporting tools and basic audio visual (AV) meeting technology.
• Experience in meeting and event management, including run-of-show planning.
• Ability to communicate clearly and effectively.
• Ability to build and maintain strong working relationships with key stakeholders, including Daiichi Life Holdings (DLHD), Daiichi Life Asia Pacific (DLAP) employees and Business Units (BUs) across the region.
• Good business communication and writing skills.
• Conflict resolution and negotiation skills.