EXECUTIVE ASSISTANT

AVISTA ADVISORY PARTNERS PTE. LTD.; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A prominent advisory firm based in Singapore is seeking an administrative assistant to support executive functions. The ideal candidate will manage the CEO's schedule, coordinate meetings, handle travel arrangements, and maintain confidential files. Strong organizational skills and attention to detail are required for this role, which involves multitasking and effective communication with internal and external stakeholders.

Qualifications

• Experience in managing executive schedules.
• Strong organizational skills essential for coordinating meetings and travel.
• Ability to handle confidential information with discretion.

Responsibilities

• Manage business schedules, appointments, and diary.
• Organize and coordinate meetings including logistics and materials.
• Arrange domestic and international travel itineraries.

Skills

Diary management

Meeting coordination

Travel arrangements

Research

Confidentiality handling

Filing systems maintenance

Job description

· Managing the diary, business schedules & calendar, including arranging meeting, conference calls & booking appointments

· Scheduling & Coordinating meetings both internally & externally including logistics, hotel requirements, preparation of meeting material etc

· Arranging and coordinating conference calls

. Research of profiles using Google, Linkedin etc.

· Travel: Organising domestic and International travel arrangements including booking flights and accommodation as well as preparing agenda’s if necessary.

· Arranging for Visa for the Senior Team

· Preparation of overseas travel itineraries – flights, hotel, transfers, visas

· Process expense claims

· Handling confidential documents

· Handling internal and external queries and coordinating responses/information from across the team

· Maintain a database of all contacts and cards

· Creating & maintaining filing system for personal & confidential files of the CEO

· Receiving visitors, arranging conference calls, and scheduling meetings

· Assisting Clients with hotel and car booking as needed