Executive Assistant

PLUTUS HESTIA 7 PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking an Executive Assistant to provide dedicated support to the Insurance Director. This full-time role involves managing schedules, organizing meetings, and handling various operational tasks. The ideal candidate will have strong organizational skills, attention to detail, and the ability to communicate effectively in both English and Mandarin.

Qualifications

• 3-5 years experience as an Executive Assistant preferred.
• Fluent in Mandarin for communication with China clients.
• Proficiency in MS Office and basic bookkeeping.

Responsibilities

• Provide administrative support to the Insurance Director and senior management.
• Manage complex calendars, schedule meetings, and coordinate travel arrangements.
• Organize and facilitate meetings and company events.

Skills

Organisational Skills

Communication Skills

Problem-Solving

Attention to Detail

Education

Diploma or equivalent

Bachelor’s degree in business administration or related field

Tools

MS Office

Office management software

Job description

Job Overview:

The Executive Assistant will need to provide dedicated support to our Insurance Director, design the daily operations protocol and processes and ensure it is organised, efficient, and well-maintained. This role requires strong organisational skills, attention to detail, and the ability to multitask in a fast-paced environment. The Executive Assistant will work closely with our FC/FSM/FSAD/FSD to provide backend administrative support, maintain office facilities, and handle various operational tasks.

There will be opportunities for the Executive Assistant to learn more about the industry as the Executive Assistant may be needed to face our clients.

Key Responsibilities:

Provide comprehensive administrative and secretarial support to the Insurance Director.

Manage complex calendars, schedule meetings, and coordinate travel arrangements.

Handle confidential correspondence and sensitive business documents with discretion.

Prepare reports, presentations, and other business materials as required.

Organize and facilitate meetings, including agenda preparation and minute-taking.

Oversee general office administration and support ad hoc projects as assigned.

Provide administrative support to senior management and staff, including scheduling meetings, answering phones, and handling correspondence.

Arranging itinerary and accommodation for overseas clients coming in to Singapore

Ensure the office is clean, organised, and fully stocked with necessary supplies. Order office supplies and manage inventory.

Assist in planning and organising company events, meetings, and conferences, ensuring all logistics are in place both locally and internationally.

Assist with budgeting and tracking office expenses. Process invoices, manage office petty cash, and coordinate payments for services and supplies. (OJT will be provided for familiarisation)

Maintain and organise files, records, and databases. Ensure compliance with company policies and legal requirements related to document storage; namely MAS, IRAS, MOM.

Serve as a point of contact for office-related queries and communicate effectively with both internal and external stakeholders, delegating resources with management approval to the suitable staff to handle various situations

Organise travel for staff, including flight bookings, hotel accommodations, and transportation.

Skills & Qualifications:

Education: A minimum diploma or equivalent is required. A bachelor’s degree in business administration, management, or a related field is preferred.

Experience: 3 – 5 years experience as an Executive Assistant preferred

Technical Skills: Proficiency in MS Office (Word, Excel, PowerPoint) and office management software. Familiarity with basic bookkeeping and budget tracking as well as having knowledge on AI usage will be a plus point.

Organisational Skills: Strong ability to multitask, prioritise tasks, and manage time efficiently. (Need to be able to work in fast paced environment)

Communication Skills: Excellent written and verbal communication skills. (English)

Leadership Skills: Ability to supervise and motivate a team of administrative staff.

Problem-Solving: Ability to identify and address issues quickly and effectively, with a solutions-oriented mindset.

Attention to Detail: Meticulous on details

Special requirement: Able to converse in fluent mandarin as the Executive Assistant will be required to communicate and liaise with China clients.

Full-time position.

Typically works in an office environment with regular office hours.

May occasionally require overtime for special events or projects.

Note: Please be informed that the first round of interview may be partially/fully conducted in mandarin.