Executive Assistant (12 months)

ROBERT WALTERS (SINGAPORE) PTE LTD; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A global financial institution in Singapore is looking for an Executive Assistant for a 12-month contract. The role involves coordinating activities for the Sales team, arranging travel logistics, processing expense claims, and organising meetings and events. Ideal candidates will have strong communication skills, a proactive mindset, and the ability to work across departments; attention to detail and integrity are crucial. This position offers the chance to thrive in a supportive and inclusive atmosphere.

Benefits

Ongoing training opportunities

Inclusive culture

Qualifications

• Proven track record in administrative support within fast-paced environments.
• Ability to interact professionally with colleagues at all levels.
• Comfortable working across departments and different time zones.
• Ability to handle sensitive information with care.

Responsibilities

• Coordinate daily activities for the Sales team.
• Arrange comprehensive travel itineraries.
• Process and submit travel and business expense claims.
• Organise meeting logistics and manage invitations.
• Plan client events and manage venue bookings.
• Monitor office supplies regularly.

Skills

Written and verbal communication skills

Proactive approach

Collaborative team player

Ownership and accountability

Integrity and discretion

Client-centric mindset

Adaptability

Dependability

Experience using CRM systems

Job description

What you'll do:

As an Executive Assistant (12 Month Contract), you will play a pivotal role in supporting the operational needs of a high-performing financial services team based in Singapore.

• Coordinate daily activities for the Sales team by managing calendar invites, scheduling analyst marketing updates, and ensuring all appointments run smoothly.
• Arrange comprehensive travel itineraries for team members including booking flights, accommodation, visas, and other necessary logistics to facilitate seamless business trips.
• Process and submit travel and business expense claims with accuracy while adhering strictly to internal policies, maintaining meticulous records for audit purposes.
• Organise meeting logistics by sending invitations, arranging dial‑ins or video links, preparing presentation materials, and ensuring all participants have what they need.
• Plan analyst lunches, client events, and conferences by managing venue bookings, catering arrangements, and overseeing all logistical details from start to finish.
• Monitor office supplies such as stationery and printed materials regularly to ensure resources are always available when needed.
• Maintain up-to-date client contact databases and distribution lists using CRM systems to support effective communication across teams.
• Collaborate with regional offices—especially the Hong Kong team—to synchronise schedules and coordinate logistics for cross‑border meetings or events.
• Support ad hoc administrative tasks as required by the team to ensure smooth day‑to‑day operations in a dynamic environment.

What you bring:

In this Executive Assistant (12 Month Contract) position, your proven track record in administrative support within fast‑paced environments will be invaluable. You bring not only technical expertise but also interpersonal sensitivity that fosters positive relationships among colleagues.

• Demonstrated proficiency in written and verbal communication skills that enable you to interact professionally with colleagues at all levels.
• A proactive approach combined with resourcefulness ensures you can anticipate challenges before they arise and respond quickly when needed.
• Proven experience as a collaborative team player who is comfortable working across departments as well as different time zones.
• A strong sense of ownership paired with accountability allows you to take responsibility for tasks from start to finish without supervision.
• Integrity and discretion are central to your work ethic; you handle sensitive information with care while maintaining confidentiality at all times.
• Client‑centric mindset means you consistently prioritise service excellence in every interaction or task undertaken.
• Adaptability is key; you thrive in environments where priorities shift rapidly without compromising quality or reliability.
• Dependability is one of your core strengths; colleagues trust you to deliver on commitments regardless of complexity or urgency.
• Experience using CRM systems for database management is highly desirable as it supports efficient communication within the team.

What sets this company apart:

Joining this organisation means becoming part of a respected global financial institution renowned for its commitment to excellence and inclusive culture. The company places great emphasis on nurturing talent through ongoing training opportunities designed to help employees grow both personally and professionally. The organisation’s dedication to diversity ensures that under‑represented groups feel valued; everyone is encouraged to share ideas freely within a welcoming atmosphere built on mutual respect.

What's next:

If you are ready to make a real difference as an Executive Assistant while growing your career within a supportive team environment, we encourage you to take the next step today!

Apply today by clicking on the link provided—your future starts here.

Do note that we will only be in touch if your application is shortlisted.
Robert Walters (Singapore) Pte Ltd
ROC No.: 199706961E | EA Licence No.: 03C5451
EA Registration No.: R25132560 Madiha Binti Md Ridza