Executive Assistant

FedEx; Singapore; On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a dedicated Executive Assistant to provide comprehensive administrative support to senior executives. This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment. The ideal candidate will possess strong interpersonal skills and a proven track record of maintaining confidentiality while supporting C-Suite executives. This position offers a unique opportunity to contribute to the operational success of a leading organization, ensuring smooth communication and logistics across various teams and departments.

Qualifications

• 4 years of experience in administrative support, preferably in MNC settings.
• Proven track record in supporting C-Suite executives with confidentiality.
• Strong planning and organizational skills to manage multiple demands.

Responsibilities

• Provide comprehensive administrative support to executives and manage schedules.
• Coordinate travel arrangements and logistics for meetings and events.
• Prepare business reports and presentations, ensuring timely communication.

Skills

Administrative Support

Diary & Travel Management

Reporting & Presentation Preparation

Interpersonal Skills

Microsoft Office 365

Time Management

Confidentiality

Business Writing

Education

Secondary Education or Equivalent

Tools

Microsoft Excel

Microsoft PowerPoint

Video Conferencing Systems

Job description

Admin & Support; Administrative Support; Diary & Travel Management; Reporting & Presentation Preparation

Education: Secondary education or equivalent

Experience: Four (4) years of work experience in secretarial or administrative field

The position of Executive Assistant reports to the Officers to provide full administrative and executive business support to the Officers in a responsive, timely, accurate and effective manner. Assignment involves work of a confidential nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tactful and diplomacy.

Accountabilities / Responsibilities

1. Provide full spectrum of logistical, administrative and personal support to the Officers.
2. Manage Officers’ calendars and schedules, ensuring accuracy and timely input. Provide agenda and meeting materials as needed.
3. Manage the travel and logistics arrangements, and process claims/expenses.
4. Interact professionally with all levels of management, staff and external parties across the region and internationally. Work with the Officers’ direct reports and stakeholders locally and regionally on day-to-day operational issues, meetings and other matters, maintaining a high level of communication and ensure timely and accurate sharing of information.
5. Schedule and set up various local/regional meetings, arrange meeting venue and refreshments, and help facilitate at these meetings where necessary. Manage/assist in the logistic arrangements such as flights, hotel, transportation, visa application etc.
6. Coordinate government official’s visits by collaborating with respective departments for necessary preparations to ensure smooth proceedings. This includes but is not limited to arrangements for meeting venues, logistics, meals etc.
7. Support the Officer in following up on the status of projects / cross-functional tasks and assignments when required. Collaborate with other teams to ensure policies, procedures and timelines are met.
8. Assist in the preparation of business reports, presentations, materials, collating of data and consolidating of reports from the region.
9. Communicate on behalf of the Officers when delegated.
10. Support the Officers in the management of his/her IT equipment (e.g., laptop, printers and office phone), mobile devices as well as personal and corporate software applications.
11. Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours where needed.
12. Manage proper archival and management of documents.
13. Any other job/task assigned by Officers.

Job Requirements

1. Possess at least a secondary education or equivalent with up to 4 years working experience in corporate / executive office, preferably with administrative/executive experience in a fast-pace MNC setting.
2. Proven track record in providing Executive Assistant support to C-Suite Level Executives with a high degree of discretion, confidentiality, professionalism, and attention to detail without missing the big picture.
3. Demonstrated strong planning, organisational and time management skills and ability to proactively determine priorities and appropriate sequencing to accomplish daily expectations and handle multiple demands.
4. Excellence business writing and proofreading skills.
5. Requires a high level of interpersonal, social and customer service skills for daily interactions, both in person and digitally and work cooperatively as a team member.
6. Ability to informally lead and influence others.
7. Confident in exercising appropriate judgement while keeping stakeholders informed in a fast-paced work environment.
8. Must be flexible and detail oriented to meet strict deadlines and be capable of multi-tasking.
9. High proficiency in Microsoft Office 365, especially Excel and Power Point with the ability to produce graphs and charts.
10. Must be technologically savvy to IT equipment (e.g., video conferencing system).
11. Excellent verbal and written communication skills.
12. Fluency in English required, other language skills are a plus.
13. Ability to maintain in strict confidentiality all work and information assigned.
14. Demonstrate professionalism at all times by demonstrating personal accountability, effective work habits, empathy and teamwork.
15. Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities.
16. Communicate with clarity and maintain good relationships with other business units and entities.
17. Proven experience in large organizations with complex structure. Comfortable with coordinating meetings/work tasks across multiple time zones.