Executive Assistant

VOLT AUTO PTE. LTD.; Singapore, Serangoon Garden Circus; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading automotive company in Singapore is seeking an Executive Assistant to provide high-level administrative support. The role involves managing schedules, coordinating meetings, handling correspondence, and performing executive tasks. Ideal candidates will have a diploma or bachelor’s degree, along with at least 3 years of experience in a similar role. Strong organisational and communication skills are essential, as well as proficiency in Microsoft Office Suite. Competitive compensation offered.

Qualifications

• Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.
• Exceptional organisational and time-management abilities.
• Strong written and verbal communication skills.

Responsibilities

• Coordinate and manage executive calendar, scheduling meetings and appointments.
• Act as point of contact between Head of HR & Admin and stakeholders.
• Prepare materials for meetings, agendas, and reports.
• Organise complex travel itineraries, ensuring efficient arrangements.
• Handle sensitive information with discretion.

Skills

Organisational abilities

Communication skills

Proficiency in Microsoft Office Suite

Time management

Professionalism and discretion

Valid class 3 / 3A driving licence

Education

Diploma or Bachelor’s degree

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Company Overview

Volt Auto is Singapore’s exclusive authorised dealer for the latest Electric Vehicles, providing distribution, retail, and after‑sales services, and committed to delivering exceptional vehicles and service as a trusted name in the industry.

Position Overview

Reporting to the Head of Human Resource & Administration, the Executive Assistant (EA) will provide high‑level administrative support, ensuring the efficient operation of the executive’s office. The role involves managing schedules, coordinating meetings and events, handling correspondence, and performing a range of executive tasks to support the Head of HR & Admin in achieving organisational goals.

Responsibilities

Calendar Management:

• Coordinate and manage calendar, including scheduling meetings, appointments, and travel.
• Prioritise and organise daily activities, ensuring efficient use of time.

Communication:

• Act as the primary point of contact between the Head of HR & Admin and internal / external stakeholders.
• Handle and screen phone calls, emails, and correspondence, ensuring prompt and appropriate responses.

Meeting Coordination:

• Arrange and prepare materials for meetings, including agendas, presentations, and reports.
• Take minutes during meetings and follow up on action items as required.

Travel Arrangements:

• Organise complex travel itineraries, including flights, accommodation, and transportation.
• Ensure all travel‑related documentation and arrangements are completed efficiently.

Administrative Support:

• Prepare and proofread documents, reports, and presentations.
• Manage and maintain filing systems, both electronic and paper‑based.

Confidentiality:

• Handle sensitive information with discretion and confidentiality.
• Ensure that all data and records are managed in compliance with company policies.
• Any ad‑hoc duties as assigned.

Requirements

Education: Minimum Diploma or Bachelor’s degree or equivalent experience.

Experience: Minimum 3 years of experience as a Personal Assistant or in a similar administrative role, preferably supporting senior executives.

Skills

• Exceptional organisational and time‑management abilities.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to handle multiple tasks and prioritise effectively.
• High level of professionalism and discretion.
• Possess a valid class 3 / 3A driving licence.

Attributes

• Proactive and self‑motivated with a problem‑solving mindset.
• Ability to work under pressure and meet tight deadlines.
• Strong attention to detail and accuracy.