Executive Assistant

PRICE FORBES BROKING (ASIA) PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading financial services company in Singapore is seeking an Executive Assistant to the CEO. This role involves managing the CEO’s schedule, travel arrangements, and expenses, while providing comprehensive support for office operations. The ideal candidate will have a bachelor’s degree, relevant experience, and excellent organizational skills. The position demands discretion, effective communication, and the ability to prioritize tasks efficiently.

Qualifications

• Proven experience as an Executive Assistant or similar role, ideally in a corporate environment.
• Exceptional communication skills; professional with all stakeholders.
• Proactive and adaptable with a positive attitude.

Responsibilities

• Proactively manage the CEO’s calendar and email inbox.
• Coordinate domestic and international travel arrangements for the CEO.
• Arrange and coordinate internal and external meetings; prepare meeting materials.
• Take minutes during meetings and track action items for follow-up.
• Support planning and coordination of company events.

Skills

Organizational skills

Time management

Communication skills

Interpersonal skills

Attention to detail

Discretion

Proficiency in MS Office Suite

Education

Bachelor’s degree in office management or related field

Tools

MS Office Suite

Job description

Role Overview

The Executive Assistant to the CEO provides high-level administrative support, ensuring the CEO’s schedule, travel, and expenses are managed efficiently. The role is responsible for organizing meetings, taking accurate minutes, and following up on action items. Additional duties include managing reception, greeting visitors, handling correspondence, and supporting office operations to ensure a smooth and professional work environment.

Key Responsibilities

1. CEO Support & Executive Assistance

a. Calendar & Inbox Management

• Proactively manage the CEO’s calendar: schedule meetings, appointments, and conference calls, ensuring optimal time allocation and minimal conflicts.
• Coordinate domestic and international travel arrangements for the CEO, including visa processing, flight and hotel bookings, ground transport, and detailed itineraries.
• Filter and prioritize the CEO’s Inbox, flagging urgent matters and drafting responses as needed. Capacity to send messages on behalf of CEO.

b. Expense Management

• Manage and track the CEO’s and MD’s expenses: collect receipts, and submit claims.
• Ensure compliance with company expense policies.
• Approve team travel authorizations and expense claims on behalf of the CEO when required.

c. Meeting & Minute Taking

• Arrange and coordinate internal and external meetings, including logistics, venue booking, and preparation of materials.
• Prepare board packs and distribute to Board Directors/Executive Committee members as needed.
• Attend meetings (including board, executive, and management meetings) to take clear, accurate, and concise minutes.
• Capture key discussion points, decisions made, action items, responsible parties, and deadlines.
• Distribute draft minutes promptly to relevant stakeholders for review and approval.
• Track and follow up on action items, ensuring accountability and timely completion.
• Maintain a secure and organized archive of all meeting minutes for future reference and compliance.
• Exercise discretion and confidentiality, especially when handling sensitive or strategic topics.

2. Office Operations & Adhoc Support

a. Assistance in Meetings Management

• Assist with internal projects and initiatives (e.g., office moves, team events), ensuring deadlines are met and communication is clear.
• Support planning and coordination of company events, including logistics, budgeting, and scheduling.

b. General Administrative Support

• Manage the reception area with Workplace Operations, keeping it tidy and presentable at all times.
• Answer and direct incoming phone calls, take messages, and respond to general inquiries.
• Coordinate visitor access, including security sign-in procedures and issuing visitor badges.
• Support office events and hospitality arrangements as needed.
• Provide day-to-day administrative support alongside Workplace Operations to manage mail, file documents, and organize office supplies.

Qualifications & Skills

• Bachelor’s degree in office management, or related field.
• Proven experience as an Executive Assistant or similar role, ideally in a corporate environment.
• Excellent organizational and time management skills; able to prioritize effectively.
• Strong attention to detail and accuracy in documentation and record-keeping.
• Proficient in Copilot, and MS Office Suite (Word, , PowerPoint, Outlook) and other productivity tools.
• Exceptional communication and interpersonal skills; professional with all stakeholders.
• Ability to maintain confidentiality and exercise discretion.
• Proactive, adaptable, and enthusiastic, with a positive attitude and willingness to take initiative.