Executive Assistant

JACOBS DOUWE EGBERTS; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

JACOBS DOUWE EGBERTS is looking for an experienced Executive Assistant in Singapore. The role involves managing complex calendars, coordinating travel, and supporting leadership projects for Regional Directors in the GEM and SEA Cluster.

Candidates should have 6-8 years of experience in a similar administrative role, strong organizational skills, and proficiency in Microsoft Office Suite. Fluency in English is required, and additional language skills are preferred.

Qualifications

• Minimum of 6-8 years of experience as an Executive Assistant or in a similar administrative role.
• Strong communication and interpersonal skills for building rapport.
• Fluency in English, with additional language proficiency preferred.

Responsibilities

• Manage complex calendars for Regional Directors across various time zones.
• Coordinate domestic and international travel and accommodations.
• Support leadership projects and organize regional conferences.

Skills

Organizational skills

Time management

Communication skills

Microsoft Office Suite

Attention to detail

Problem-solving

Education

Bachelor's degree or equivalent experience

Tools

Calendar management software

Job description

Administration, Facilities and Office Management Singapore Full-time Singapore

Job Description

Calendar Management:

• Manage complex calendars for a team of Regional Directors across the Growth & Emerging Markets (GEM) and SEA Cluster, prioritizing appointments, meetings, and travel engagements across different time zones.
• Coordinate virtual and in-person meetings, including logistics and technology setup.
• Proactively manage emails and anticipate potential scheduling conflicts, suggesting solutions.

Travel Coordination:

• Arrange domestic and international travel, accommodations, and itineraries for a team of Regional Directors.
• Track expenses, budgets, and purchase orders related to travel and operations.
• Ensure compliance with company travel policies and optimize itineraries for productivity.

Meeting and Event Management:

• Support leadership projects, team events, and business operations across the GEM and SEA Cluster.
• Organize and prepare for regional conferences and leadership meetings, including logistics, catering, audiovisual equipment, and agenda development.
• Track deadlines, meeting minutes, and action items; distribute follow-up reports and monitor progress on key initiatives.
• Conduct post-event evaluations and gather feedback for continuous improvement.

Administrative Support:

• Draft and edit correspondence, presentations, and other documents as needed on behalf of the Regional Directors.
• Handle confidential information with professionalism and discretion.
• Maintain confidential administrative files and records.
• Research and gather information on various topics.
• Serve as liaison between the Regional Directors and internal stakeholders, especially on critical decision-making.

Project Management:

• Support the Regional Directors with special projects and initiatives.
  

Regional Director Support:

• Provide flexible support for urgent requests and special projects across the GEM and SEA Cluster.
• Improve administrative processes and ways of working to drive efficiency across the team.
• Research and source vendors for regional and functional leadership events and initiatives.
• Manage ongoing relationships with external vendors to ensure timely delivery of services and resolve any issues.

Qualifications

Experience:

• Minimum of 6-8 years of experience as an Executive Assistant or in a similar administrative role, preferably in an international or fast‑paced environment.
• Excellent organizational and time management skills, with the ability to prioritize and multitask effectively.
• Strong communication and interpersonal skills, with the ability to build rapport with diverse individuals at all levels.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), with experience in calendar management software and other relevant administrative tools.
• Impeccable attention to detail and accuracy.
• Ability to work independently and take initiative, while also being a team player.
• Strong written and verbal communication skills in English, fluency in additional languages preferred.
• Bachelor's degree or equivalent experience preferred.

Must have:

• The Executive Assistant must be creative and enjoy working within an entrepreneurial environment. The ideal individual must have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
• Ability to handle confidential information and work effectively with sensitive data.