Executive Assistant (1 Year Contract)/West/

LINKEDCORP HR CONSULTANCY PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company is seeking a highly organized and proactive Executive Assistant to support the Managing Director and leadership across multiple regions. This multifaceted role involves managing schedules, facilitating communications, and coordinating meetings while maintaining a high degree of confidentiality and professionalism. Ideal candidates will possess a diploma in Business Administration and previous experience supporting senior executives.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior executives.
• Strong proficiency in Microsoft Office Suite; familiarity with project management tools is a plus.

Responsibilities

• Efficiently manage the MD’s calendar and emails, directing communications
• Organize internal and external meetings, preparing agendas and minutes
• Maintain filing systems and draft professional documents with accuracy

Skills

Organizational skills

Proactivity

Discretion

Education

Diploma in Business Administration

Office Management

Tools

Microsoft Office Suite

Project management tools

Collaboration software

Job description

Executive Assistant – Roles & Responsibilities

We are looking for a highly organized, discreet, and proactive Executive Assistant to support our Managing Director (MD) and leadership team across multiple regions, including China, Malaysia, Thailand, and Vietnam. This critical role serves as a central point of coordination between the MD and internal and external stakeholders. You will be instrumental in managing schedules, facilitating communication, organizing key documents, and ensuring the smooth execution of business operations in a dynamic, fast-paced, and multilingual environment.

KEY RESPONSIBILITIES

1. CALENDAR & EMAIL MANAGEMENT

• Efficiently manage the MD’s calendar, including scheduling meetings, appointments, and travel across multiple time zones and teams.
• Monitor, prioritize, and respond to emails on behalf of the MD; draft responses or delegate correspondence as appropriate.
• Screen and direct phone calls, ensuring prompt and professional communication across regions.
• Track deadlines and follow up on outstanding tasks and time-sensitive issues with accuracy and discretion.

2. MEETING COORDINATION

• Organize and prepare agendas, materials, and presentation decks for internal and external meetings.
• Attend meetings, take detailed notes, draft minutes, and manage follow-ups on assigned action items.
• Maintain strict confidentiality on all matters, particularly those related to business strategy, finance, and personnel.

3. COMMUNICATION LIAISON

• Serve as a key point of contact between the MD and internal/external stakeholders, ensuring smooth, accurate, and timely communication.
• Facilitate effective coordination between the MD and various departments, including cross-border teams, to ensure alignment and clarity.

4. DOCUMENT & INFORMATION MANAGEMENT

• Maintain comprehensive and organized electronic and physical filing systems for easy retrieval and reference.
• Draft, proofread, and format professional documents, correspondence, reports, and presentations with a high level of accuracy.

5. PROJECT SUPPORT

• Support the MD in tracking project timelines, milestones, and deliverables.
• Assist in gathering data and coordinating across departments to ensure projects stay on schedule.
• Provide administrative support for strategic initiatives and business planning efforts.

REQUIREMENTS

• Diploma in Business Administration, Office Management, or a related discipline.
• Proven experience as an Executive Assistant or in a similar role supporting senior executives.
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); familiarity with project management tools, cloud platforms, and collaboration software is a plus.