Executive Assistant

Mentor Media Ltd; Singapore; On-site; SGD 45,000 - 65,000; Full time

Job summary

A leading media company in Singapore is seeking an Executive Assistant to provide high-level support to the CEO. The ideal candidate will manage the CEO’s calendar, coordinate complex travel arrangements, and serve as a liaison with stakeholders. Applicants should have at least 5 years of experience in executive support, be fluent in English, and possess strong organizational skills. This role demands discretion and professionalism in a fast-paced environment.

Qualifications

• Minimum 5 years of experience supporting C-suite executives or senior management in a multinational organization.
• Experience in managing international travel and complex diaries.
• Fluency in English; proficiency in Mandarin or another Asian language is advantageous.

Responsibilities

• Manage the CEO's calendar and meetings across multiple time zones.
• Coordinate complex travel itineraries and accommodations.
• Prepare meeting materials, presentations, and manage logistics.

Skills

Organizational skills

Interpersonal communication

Proactive attitude

Attention to detail

Judgment and discretion

Education

Diploma or Degree in Business Administration, Secretarial Studies

Tools

Microsoft Office Suite

Outlook

Job description

Job Summary

The Executive Assistant (EA) provides high-level executive support to the CEO, ensuring smooth management of daily activities and maintaining strict confidentiality. Acting as a key liaison with internal and external stakeholders, the EA must be proactive, discreet, highly organized, and possess strong interpersonal and communication skills. The role requires maturity, sound judgment, and the ability to work effectively in a fast-paced, international environment.

Job Responsibilities

• Manage the CEO’s calendar, appointments, and meetings across multiple time zones.

• Prepare meeting agendas, accurate minutes taking, and ensure timely follow-up on action items.

• Organize and maintain confidential files and documents, securely.

• Coordinate complex travel itineraries, visas, and accommodation arrangements.

• Prepare comprehensive travel packs including meeting briefs, logistics schedules, and contact lists.

• Anticipate and resolve travel and logistical challenges proactively and efficiently.

• Serve as the primary liaison between the CEO and internal/external stakeholders.

• Screen and prioritize communications, escalating matters requiring the CEO’s attention.

• Coordinate with business units, regional offices, and Group functions.

• Organize and support executive meetings, board sessions, customer visits, and site reviews.

• Prepare meeting materials, presentations, manage logistics, protocol, and visitor management.

• Demonstrate discretion, integrity, professionalism, and sound judgment while anticipating the CEO’s needs.

• Assist with administrative and coordination tasks for the CEO Office.

• Undertake any other reasonable duties / projects which may be required from time to time.

Competencies

• Diploma or Degree in Business Administration, Secretarial Studies, or equivalent discipline.

• Minimum 5 years of experience supporting C‑suite executives or senior management, ideally in a multinational or regional organization.

• Experience in managing international travel, cross‑border schedules, and complex diaries.

• Fluency in both spoken and written English; proficiency in Mandarin or another Asian language is advantageous.

Essential Attributes

• Mature and composed individual with excellent judgment and discretion.

• Exceptional organizational skills with attention to detail and the ability to multitask.

• Strong interpersonal and communication skills, both written and verbal.

• High level of confidentiality and professionalism in dealing with sensitive matters.

• Proactive and resourceful, with a “can‑do” attitude and ability to anticipate needs.

• Tech‑savvy with strong proficiency in Microsoft Office Suite, Outlook, and digital collaboration tools.

Personal Qualities

• Reliable, discreet, and trustworthy.

• Emotionally intelligent and adaptable to diverse personalities and cultures.

• Calm under pressure with a strong sense of accountability.

• Maintains professionalism, poise, and courtesy at all times.