Executive Assistant – 3 months contract (Maternity cover)

MINISTRY OF HOUSING PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in Singapore is seeking an experienced Administrative Professional to provide support to executive management. The ideal candidate will coordinate complex schedules, manage travel logistics, and ensure effective communication among stakeholders. This role requires excellent organizational skills, a proactive mindset, and the ability to handle confidential information with professionalism.

Qualifications

• Minimum Diploma in Business Administration or Office Management.
• At least 2 years of experience in secretarial or administrative support.
• Proficient in Microsoft Office and scheduling tools.

Responsibilities

• Manage complex calendars and coordinate meetings across time zones.
• Organize travel arrangements and prepare expense reports.
• Draft and edit business documents for internal and external audiences.

Skills

Organizational skills

Time management

Communication

Adaptability

Proactivity

Education

Diploma in Business Administration

Diploma in Office Management

Tools

Microsoft Office Suite

Job description

Job Responsibilities:

• Manage and coordinate complex calendars, including scheduling meetings, appointments, and conference calls across multiple time zones.
• Organize domestic and international travel arrangements, including flight and hotel bookings, itineraries, and transportation.
• Prepare and submit expense reports in accordance with company policies, ensuring accuracy and timeliness.
• Maintain organized filing systems (physical and digital) for easy access to key documents and records.
• Attend meetings to take detailed notes, document key decisions, and follow up on action items.
• Coordinate logistics for internal and external meetings, including room bookings, catering, technology setup, and preparation of meeting materials.
• Draft, format, and edit presentations, reports, memos, and other business documents for internal and external audiences.
• Provide general administrative support including handling incoming calls, screening emails, and responding to routine inquiries on behalf of the executive.
• To assist in the closing of the bursary cycle for our foundation.
• Act as a liaison between the executive and internal teams or external partners, maintaining professionalism and confidentiality at all times.
• Assist with special projects and perform ad hoc duties as requested to support business operations.

Job Requirements:

• Minimum Diploma in Business Administration, Office Management, or a related field.
• At least 2 years of proven experience providing comprehensive secretarial or administrative support to management-level executives and teams.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with scheduling tools and expense management systems is a plus.
• Strong written and verbal communication skills; able to interact professionally with internal and external stakeholders.
• Excellent organizational and time management skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Resourceful, proactive, and hands-on
• Adaptable and flexible, with a positive and solution-oriented mindset
• High level of professional discretion; capable of handling confidential and sensitive information with integrity
• Dependable, trustworthy, and detail-oriented