Executive Assistant

Manpower Singapore; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A recruitment agency is looking for an Executive Assistant in Singapore to provide comprehensive administrative support to the Vice President of F&B Ops - APAC. The role involves diary management, scheduling, travel arrangements, and organizing departmental reports. The ideal candidate should have over 5 years of relevant experience, be proficient in MS Office, and have excellent communication skills. Flexibility in travel and handling multiple projects with attention to detail is essential.

Qualifications

• 5+ years of relevant experience in administrative support.
• Excellent skills in handling multiple projects.
• Proficient in communication and managing confidential information.

Responsibilities

• Provide administrative assistance, including diary management and scheduling.
• Organize travel arrangements and prepare expense reports.
• Design departmental reports and maintain budget tracking.

Skills

MS Office - PowerPoint (advanced)

Organization skills

Communication (written and verbal)

Time management

Attention to detail

Education

Diploma or degree holder

Job description

Overview

The Executive Assistant will provide comprehensive administrative assistance and support to the Vice President, F&B Ops - Asia Pacific (APAC). You will participate in event management-based work, liaise with internal offices across the region and globally, and work outside the APAC time zone at times. You should be accustomed to working in a high-pressure environment where accuracy and attention to detail are essential. You will multitask with a positive and flexible attitude. Be a team player with high professionalism, loyalty, and confidentiality, and possess the ability to communicate effectively at all levels.

Responsibilities

• Provide administrative assistance, including diary management, scheduling, travel arrangements, travel schedule for tax purposes, drafting correspondence and presentations, preparing expense reports, organizing conference calls/webinars, and assisting with emails, tasks, and contacts.
• Provide travel arrangements and expenses claims support for the VP and his team.
• Maintain department correspondence and files.
• Take meeting notes as requested.
• Design and prepare departmental reports (e.g., charts, graphs, tables).
• Track the department budget and expenditures and raise concerns when required.
• Maintain contact lists, group email distribution lists, and task lists for the team and Singapore-based personnel.
• Ensure onboarding activities for new or transferring team members (e.g., laptop setup, mobile phone / AMEX card ordering).
• Assist with conferences, functions, and dinners when necessary.
• Any other duties as assigned.

Job Qualifications

• Diploma or degree holder with 5+ years of relevant experience.
• Proficient in MS Office - PowerPoint (advanced), Word, Excel, and Outlook.
• Self-starter, well organized, detail-oriented, assertive, possesses initiative, and takes ownership of responsibilities with a high degree of positive energy and drive.
• Excellent skills in time management, organization, coordination, and communication (written and verbal).
• Excellent diplomatic and poised communication skills.
• Capable of handling multiple projects and implementing appropriate tracking systems with little supervision.
• Excellent attention to detail.
• Able to interact effectively and tactfully with team members and stakeholders.
• Manage confidential information with complete discretion.
• Able to work on a flexible basis and to work occasionally overtime when faced with critical deadlines.
• Prior experience in a senior administrative and support position.
• Flexibility to travel when required (up to 5%).

Carolyn Ann Santibanez Mendoza EA License No. 02C3423; Personnel Registration No. R1105160

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