Executive Assistant

HOYA Medical Singapore Pte Ltd; Singapore; Hybrid; SGD 40,000 - 50,000; Full time

Job summary

A medical technology company in Singapore is seeking an Assistant Executive Secretary to provide high-level administrative support to senior leadership. The role involves managing schedules, facilitating communication, and overseeing office administration tasks. Candidates should have a Diploma or Degree in Business Administration, along with 2-3 years of relevant experience. This is a 12-month contract position with a hybrid work arrangement, allowing 1-2 days work-from-home per week.

Qualifications

• At least 2-3 years of experience in office administration or related fields.
• Ability to work independently and as part of a team.
• High attention to detail and the ability to prioritize work.

Responsibilities

• Manage executive schedules and day-to-day administration.
• Support planning and execution of leadership meetings.
• Handle sensitive information with discretion.

Skills

Proficient in MS Office

Good communication skills

Excellent time management

Strong organizational skills

Education

Diploma or Degree in Business Administration

Job description

The Assistant Executive Secretary provides high-level administrative and organizational support to senior leadership members. This is a 12‑month contract role, renewable based on performance and organizational needs, with the potential to convert to a permanent position. The role ensures smooth day-to-day operations, manages executive schedules, and facilitates effective communication across the organization.

Responsibilities

The following is a detailed, but not exhaustive, listing of the hands‑on tasks you will undertake in the role:

• Assisting the Senior Leadership Team with day‑to‑day administration needs and support. Duties not limited to business travel arrangements and processing of expenses claims, and any other ad‑hoc duties as assigned.
• Keeping track and organizing all business travel arrangements such as obtaining travel approvals and visas, booking of flights, accommodation.
• Provide support in The Notice of Change in Board of Directors of the Company and including, Notary of Certification and passport, etc.
• Support the planning and execution of leadership meetings, events, and board activities
• Handle sensitive information with discretion and professionalism

Office Administration

• General Office Administration.
• Manage the administrative activities of the overall organization so that equipment, supplies, and other resources are used effectively and economically.
• Provide and maintain office and tools related support to the employees which include, but not limited to office stationery supply management, office stationery printing, name cards and courier service arrangement.
• Corporate Mobile/Data SIM Management.
• Perform as Egencia travel portal’s administrator
• Biometric finger‑print management.
• Adhoc projects and events when required

Qualifications

• Education: Diploma or Degree in Business Administration or related field
• Experience : At least 2-3 years of experience in office administration, facilities management or similar
• Knowledge and Skills
  • Proficient in MS office
  • Experience in providing administrative support and office management to a team environment
  • Good communication skills, both oral and written.
  • Able to work independently and as a team
  • Excellent time management skills and ability to multi‑task and prioritize work
  • Demonstrates high attention to detail and strong organizational skills
• Behavioral attributes
  • Excellent interpersonal & communication skills
  • Initiative, proactiveness, and independence
  • High levels of energy and enthusiasm, and a positive attitude
  • Flexibility and willingness to work with ambiguity
  • Trustworthy to handle confidential matters
  • Meticulous and organized

Flexible Work Arrangements

• Hybrid flexibility: 1 to 2 days work‑from‑home per week.
• Flexible arrangements possible, but on‑site presence is preferred for smooth coordination with leadership and office operations.