Executive Assistant

BDO Unibank; Singapore; On-site; SGD 90,000 - 140,000; Full time

Job summary

BDO Singapore seeks an experienced Executive Assistant to provide high-level executive and administrative support to the Chief Executive, enabling focus on business priorities ranging from strategy to client and people management.

The role requires strong judgment, discretion, organization, and ownership. You will anticipate requirements, manage competing priorities and ensure commitments, meetings and follow-ups are executed efficiently, including travel and stakeholder coordination.

Qualifications

• Minimum 5 years of Executive Assistant or senior administrative experience.
• Experience in banking, financial services or a fast-paced professional environment preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High degree of discretion, integrity and maturity.
• Ability to prioritize independently and manage multiple competing demands.
• Comfortable dealing with senior executives, clients and other high-level stakeholders.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams.

Responsibilities

• Manage the Chief Executive’s calendar, appointments and daily schedule.
• Prioritize meeting requests based on urgency and business importance.
• Proactively identify and resolve scheduling conflicts.
• Ensure the Chief Executive is appropriately briefed and prepared for upcoming meetings and commitments.
• Protect the Chief Executive’s time by appropriately managing and prioritizing requests.
• Coordinate management, business, client and other internal and external meetings.
• Prepare agendas, meeting materials and other required documentation.
• Record key action items and maintain an effective follow-up system.
• Track commitments and deadlines and remind relevant parties of outstanding deliverables.
• Ensure meeting logistics, rooms, calls and materials are ready in advance.
• Coordinate domestic and international business travel, including flights, hotels, ground transportation, visas and itineraries.
• Anticipate travel requirements and ensure arrangements are completed well in advance.
• Manage changes or disruptions promptly and independently.
• Coordinate schedules with internal teams, clients and external stakeholders around business trips.
• Serve as a key point of coordination between the Chief Executive and internal and external stakeholders.
• Liaise professionally with senior management, clients, regulators, business partners and colleagues across BDO.
• Screen, prioritize and route requests requiring the Chief Executive’s attention.
• Draft and prepare correspondence, presentations and other communications as required.
• Maintain an organized and efficient Executive Office.
• Manage confidential records, correspondence and documents.
• Process expense claims, invoices and other administrative requirements accurately and on time.
• Maintain appropriate filing and tracking systems.
• Coordinate visitors, client meetings, management events and executive functions.
• Handle highly sensitive business, client, employee and management information with strict confidentiality.
• Exercise sound judgment and discretion in dealing with information and stakeholders.
• Maintain appropriate professional boundaries and safeguard confidential information at all times.
• Assist the Chief Executive with special projects and business initiatives as required.
• Coordinate with different functions to obtain information, reports and materials requested by the Chief Executive.
• Provide administrative support for management meetings, business reviews, town halls and other executive activities.
• Work closely with other Executive Assistants and provide appropriate backup coverage when required.
• Perform other responsibilities reasonably required to support the effective functioning of the Chief Executive’s Office.

Skills

Calendar management

Executive support

Stakeholder coordination

MS Office

Tools

MS Outlook

MS Word

MS Excel

PowerPoint

Teams

Job description

The Executive Assistant provides high-level executive and administrative support to the Chief Executive of BDO Singapore, enabling the Chief Executive to focus on business, client, people and strategic priorities.

The role requires strong judgment, discretion, organization and a high degree of ownership. The Executive Assistant is expected to anticipate requirements, manage competing priorities and ensure that commitments, meetings and follow-ups are executed efficiently.

Key Responsibilities:

1. Executive & Calendar Management

• Manage the Chief Executive’s calendar, appointments and daily schedule.
• Prioritize meeting requests based on urgency and business importance.
• Proactively identify and resolve scheduling conflicts.
• Ensure the Chief Executive is appropriately briefed and prepared for upcoming meetings and commitments.
• Protect the Chief Executive’s time by appropriately managing and prioritizing requests.

2. Meetings & Follow-Through

• Coordinate management, business, client and other internal and external meetings.
• Prepare agendas, meeting materials and other required documentation.
• Record key action items where required and maintain an effective follow-up system.
• Track commitments and deadlines and proactively remind relevant parties of outstanding deliverables.
• Ensure meeting logistics, rooms, calls and materials are ready in advance.

3. Travel & Logistics

• Coordinate domestic and international business travel, including flights, hotels, ground transportation, visas and detailed itineraries.
• Anticipate travel requirements and ensure arrangements are completed well in advance.
• Manage changes or disruptions promptly and independently.
• Coordinate schedules with internal teams, clients and external stakeholders around business trips.

4. Communication & Stakeholder Coordination

• Serve as a key point of coordination between the Chief Executive and internal and external stakeholders.
• Liaise professionally with senior management, clients, regulators, business partners and colleagues across BDO.
• Screen, prioritize and appropriately route requests requiring the Chief Executive’s attention.
• Draft and prepare correspondence, presentations and other communications as required.

5. Executive Office Administration

• Maintain an organized and efficient Executive Office.
• Manage confidential records, correspondence and documents.
• Process expense claims, invoices and other administrative requirements accurately and on time.
• Maintain appropriate filing and tracking systems.
• Coordinate visitors, client meetings, management events and executive functions.

6. Confidentiality & Professional Judgment

• Handle highly sensitive business, client, employee and management information with strict confidentiality.
• Exercise sound judgment and discretion in dealing with information and stakeholders.
• Maintain appropriate professional boundaries and safeguard confidential information at all times.

7. Business & Ad Hoc Support

• Assist the Chief Executive with special projects and business initiatives as required.
• Coordinate with different functions to obtain information, reports and materials requested by the Chief Executive.
• Provide administrative support for management meetings, business reviews, town halls and other executive activities.
• Work closely with other Executive Assistants and provide appropriate backup coverage when required.
• Perform other responsibilities reasonably required to support the effective functioning of the Chief Executive’s Office.

Key Requirements:

• Minimum 5 years of relevant Executive Assistant or senior administrative experience, preferably supporting C-suite or senior management.
• Experience in banking, financial services or a similarly fast-paced professional environment preferred.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• High degree of discretion, integrity and maturity.
• Strong attention to detail and follow-through.
• Ability to prioritize independently and manage multiple competing demands.
• Comfortable dealing with senior executives, clients and other high-level stakeholders.
• Strong proficiency in Microsoft Outlook, Word, Excel, PowerPoint and Teams.
• Able to work effectively in a fast-paced environment where priorities may change at short notice.

Singaporean or Permanent Resident preferred.

BDO Unibank, Inc. provides equal opportunity to all qualified candidates. Hiring decisions are based on job requirements and candidate qualifications, and shall not be influenced by any consideration of race, color, religion, sex (including sexual orientation and gender identity), national or ethnic origin, or disability.

The BDO, BDO Unibank, and other BDO-related trademarks are owned by BDO Unibank, Inc. BDO Unibank Inc. ® All Rights Reserved.