Executive Assistant (Contract Drafting/ Commodities) AL2

TRUST RECRUIT PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A staffing agency in Singapore is seeking an experienced Executive Assistant to support the Managing Director. Key responsibilities include calendar management, meeting coordination, and acting as a liaison between departments. The ideal candidate has a diploma in Business Administration, proven experience, and exceptional organizational skills. Proficiency in Microsoft Office is essential. Interested applicants should send their resumes in MS WORD format to apply.

Qualifications

• Proven experience as an Executive Assistant or similar role supporting senior executives.
• Exceptional organizational and time management skills.
• Ability to handle confidential information with discretion and integrity.

Responsibilities

• Manage MD’s calendar and travel arrangements efficiently.
• Prepare agendas and take meeting notes.
• Act as primary contact for internal and external stakeholders.

Skills

Organizational skills

Time management

Microsoft Office Suite

Communication skills

Problem-solving skills

Attention to detail

Education

Diploma in Business Administration

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Collaboration tools

Job description

Roles and Responsibilities

Calendar and Email Management

• Efficiently manage the MD’s calendar, scheduling appointments, meetings, and travel arrangements, including coordination with the teams.

• Monitor, prioritize, and respond to emails, drafting replies or redirecting as needed.

• Screen and direct phone calls, ensuring timely handling of correspondence across regions.

• Track time-sensitive issues and follow up on action items with precision.

Meeting Coordination

• Prepare and distribute agendas, materials, and presentations for meetings, ensuring accessibility for all stakeholders.

• Attend meetings, take detailed notes, draft minutes, and track action items.

• Maintain strict confidentiality regarding sensitive business, financial, and personnel matters.

Communication Liaison

• Act as the primary point of contact for internal and external stakeholders, including team members in China, managing inquiries and providing or redirecting information.

• Facilitate seamless communication between the MD and other departments ensuring timely and accurate information flow.

Document Management

• Maintain organized, up-to-date electronic and physical filing systems, ensuring documents are easily accessible.

• Prepare, proofread, and format correspondence, reports, and presentations with accuracy.

Project Support

• Assist the MD in monitoring project timelines, milestones, and deliverables, coordinating with cross-functional teams.

• Gather data and facilitate project progress by collaborating with team members and other departments.

Requirements

• Diploma in Business Administration, Office Management, or a related field.

• Proven experience as an Executive Assistant or similar role supporting senior executives.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with collaboration tools, project management software, and cloud storage platforms.

• Exceptional organizational and time management skills with a proven ability to prioritize and meet deadlines.

• Meticulous attention to detail and accuracy in handling multilingual documents and communications.

• Ability to handle confidential information with discretion and integrity.

• Adaptability to manage shifting priorities in a dynamic, fast-paced, and multicultural environment.

• Resourcefulness, problem-solving skills, and a proactive approach to challenges.

• Diplomacy and tact in navigating sensitive situations or conversations across cultures.

• Collaborative mindset with the flexibility to take on unexpected tasks and work effectively with international teams.

• Professional demeanor and appearance, representing the MD and company with poise in diverse settings.

HOW TO APPLY:

Interested applicants, kindly send your resume in MS WORD format to ref62at)trustrecruit.com.sg

We regret only shortlisted candidates will be notified.

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Please read our privacy statement on our corporate website www.trustrecruit.com.sg.

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