Executive Assistant

Volt Auto Pte. Ltd.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading electric vehicle dealership in Singapore is seeking an experienced Executive Assistant to provide high-level administrative support to the Head of HR & Admin. Responsibilities include managing schedules, coordinating meetings, arranging travel, and handling correspondence. The ideal candidate has at least 3 years of experience in a similar role and strong organizational and communication skills. Knowledge of Microsoft Office Suite is essential.

Qualifications

• Minimum 3 years of experience as a Personal Assistant or similar administrative role.
• Ability to prioritize effectively and manage time efficiently.
• Possess a valid class 3/3A driving license.

Responsibilities

• Manage the calendar of the Head of HR & Admin and schedule meetings.
• Act as the primary point of contact between stakeholders and the Head of HR & Admin.
• Prepare materials for meetings and take minutes during sessions.
• Organize travel itineraries and ensure all related documentation is completed.
• Handle sensitive information confidentially and comply with company policies.
• Perform any ad-hoc duties as assigned.

Skills

Organizational skills

Time-management abilities

Written communication

Verbal communication

Proficiency in Microsoft Office Suite

Ability to handle multiple tasks

Education

Minimum Diploma or Bachelor’s degree

Tools

Microsoft Office Suite

Job description

Overview

Volt Auto is Singapore’s exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after-sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.

Position Overview:

Reporting to the Head of Human Resource & Administration, the Executive Assistant (EA) will provide high-level administrative support, ensuring the efficient operation of the executive’s office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organizational goals.

Responsibilities

• Calendar Management
  • Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
  • Prioritize and organize daily activities, ensuring efficient use of time.
• Communication
  • Act as the primary point of contact between the Head of HR & Admin and internal/external stakeholders.
  • Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.
• Meeting Coordination
  • Arrange and prepare materials for meetings, including agendas, presentations, and reports.
  • Take minutes during meetings and follow up on action items as required.
• Travel Arrangements
  • Organize complex travel itineraries, including flights, accommodation, and transportation.
  • Ensure all travel-related documentation and arrangements are completed efficiently.
• Administrative Support
  • Prepare and proofread documents, reports, and presentations.
  • Manage and maintain filing systems, both electronic and paper-based.
• Confidentiality
  • Handle sensitive information with discretion and confidentiality.
  • Ensure that all data and records are managed in compliance with company policies.
• Ad-hoc Duties
  • Any ad-hoc duties as assigned.

Requirements

• Education: Minimum Diploma or Bachelor’s degree or equivalent experience.
• Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
• Skills: Exceptional organizational and time-management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to handle multiple tasks and prioritize effectively.
• High level of professionalism and discretion.
• Possess a valid class 3/3A driving license.

Attributes

• Proactive and self-motivated with a problem-solving mindset.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and accuracy.