Executive Assistant

Weichai Singapore Pte Ltd; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Weichai Singapore Pte Ltd is seeking a proactive Executive Assistant to support the management team with comprehensive administrative duties, travel planning, scheduling, and executive communications.

The ideal candidate will be highly organised, discreet, bilingual in English and Chinese, and capable of coordinating cross-functional work and confidential matters while maintaining professional branding.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Office Administration, or a related discipline.
• Minimum 5 years of experience supporting a management team or regional leadership in a senior administrative support role.
• Excellent verbal and written communication skills with the ability to interact professionally with the management team, internal and external stakeholders.
• Exceptional organizational, prioritisation, time management, and multitasking skills, with the ability to manage competing priorities in a fast-paced executive environment.
• Demonstrated ability to anticipate the needs of the management team, proactively manage changing priorities, and resolve scheduling conflicts before they impact business operations.
• Experience managing calendars, international travel, board or management meetings, and confidential executive correspondence.
• Familiarity with LinkedIn and other professional business social media platforms, with the ability to coordinate executive communications while maintaining corporate branding and messaging.
• High level of integrity with the ability to maintain absolute confidentiality and exercise sound judgment when handling highly sensitive corporate information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Microsoft Teams).
• Well-versed in both English and Chinese (written and spoken), with the ability to communicate effectively and handle executive correspondence in both languages.

Responsibilities

• Provide executive administrative and secretarial support to the management team.
• Manage calendars, appointments, meetings, and daily schedules to optimise executive productivity.
• Coordinate domestic and international travel arrangements, including flight bookings, accommodation, transportation, visa applications, and detailed itineraries.
• Prepare meeting agendas, coordinate logistics, record minutes, and distribute action items.
• Translate priorities into structured action plans and follow up with stakeholders to ensure deliverables.
• Process expense claims, purchase requisitions, invoices, and reimbursements accurately.
• Receive and assist visitors, partners, and guests professionally.
• Enhance the management team's presence on LinkedIn and other business platforms, coordinating communications and branding.
• Maintain confidentiality and exercise sound judgment across internal and external content.

Skills

Executive support

Calendar management

Travel coordination

Communication

Discretion

Stakeholder management

LinkedIn management

Confidentiality

Multitasking

Education

Diploma/Bachelor's in Business Administration

Tools

Microsoft Office Suite

Microsoft Teams

Outlook

Job description

We are seeking a proactive, detail-oriented, and highly organised Executive Assistant to provide comprehensive executive administrative support to the management team. The successful candidate will be responsible for coordinating executive schedules, travel arrangements, meetings, executive communications, and day-to-day administrative operations while ensuring the efficient management of administrative processes and documentation.

The role requires exceptional organisational agility, sound judgment, and the ability to anticipate executive needs in a fast-paced, dynamic business environment. The ideal candidate is resourceful, highly discreet, able to manage multiple competing priorities, and demonstrates excellent communication, stakeholder management, professionalism, and executive presence. Experience supporting senior executives and managing business-facing communications, including professional social media platforms such as LinkedIn, will be highly advantageous.

Key Responsibilities

• Provide comprehensive executive administrative and secretarial support to the management team.
• Manage the calendars, appointments, meetings, and daily schedules of the management team to optimise executive productivity, proactively anticipating scheduling conflicts and adjusting priorities to ensure seamless executive workflow and business continuity.
• Coordinate domestic and international travel arrangements, including flight bookings, accommodation, transportation, visa applications, and detailed travel itineraries.
• Prepare meeting agendas, coordinate meeting logistics, record accurate meeting minutes, and distribute follow-up action items.
• Translate management priorities into structured action plans, monitor and track key action items, and proactively follow up with internal and external stakeholders to ensure timely execution of deliverables and the achievement of critical business objectives.
• Process expense claims, purchase requisitions, invoices, reimbursements, and other administrative documentation accurately and promptly.
• Receive and assist visitors, business partners, and guests of the management team, ensuring a professional and welcoming experience.
• Manage and enhance the professional presence of the management team on LinkedIn and other business-focused social media platforms by coordinating executive communications, scheduling content, and ensuring alignment with the Company's corporate branding, messaging, and strategic objectives.
• Exercise sound judgment and maintain strict confidentiality when handling sensitive business information, executive communications, and public-facing content across both internal and external platforms.
• Effectively prioritise competing requests, urgent matters, and strategic initiatives by exercising sound judgment, anticipating changing business priorities, and proactively resolving scheduling conflicts to maximise executive productivity and organisational effectiveness.
• Serve as a trusted liaison between the management team, regional offices, cross-functional teams, and external stakeholders by facilitating effective communication, managing sensitive matters diplomatically, and coordinating strategic initiatives.
• Build and maintain strong collaborative relationships across all levels of the organisation by leveraging a deep understanding of corporate structures, management priorities, and organisational dynamics to facilitate effective decision-making, cross-functional collaboration, and the successful execution of strategic initiatives.
• Act as the backup for the Office Administrative Executive and provide coverage during periods of absence.
• Assist the management team with personal administrative matters and errands, where required.
• Support the Administration Management Department in its day-to-day operations and undertake other administrative or ad hoc duties as assigned.

Job Requirements

• Diploma or Bachelor's degree in Business Administration, Office Administration, or a related discipline is preferred.
• Minimum 5 years of experience supporting a management team or regional leadership in a senior administrative support role.
• Excellent verbal and written communication skills with the ability to interact professionally with the management team, internal and external stakeholders.
• Exceptional organizational, prioritisation, time management, and multitasking skills, with the ability to manage competing priorities in a fast-paced executive environment.
• Demonstrated ability to anticipate the needs of the management team, proactively manage changing priorities, and resolve scheduling conflicts before they impact business operations.
• Experience managing calendars, international travel, board or management meetings, and confidential executive correspondence.
• Familiarity with LinkedIn and other professional business social media platforms, with the ability to coordinate executive communications while maintaining corporate branding and messaging.
• High level of integrity with the ability to maintain absolute confidentiality and exercise sound judgment when handling highly sensitive corporate information.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, and Microsoft Teams).
• Well-versed in both English and Chinese (written and spoken), with the ability to communicate effectively and handle executive correspondence in both languages.