Executive Assistant (MNC) | Up to $7,000

PERSOL SINGAPORE PTE. LTD.; Singapore; On-site; SGD 42,000 - 64,000; Full time

Job summary

PERSOL Singapore Pte Ltd is seeking an Executive Assistant to support the Vice President with calendar management, travel coordination, and high-quality communications. This role emphasizes discretion, multi-tasking, and efficient handling of confidential information.

The candidate will prepare presentations, manage expense reporting, and assist in budget oversight, coordinating cross-departmental activities and meetings to ensure smooth operations.

Qualifications

• Experience as an Executive Assistant supporting C-level executives.
• Strong organizational and multi-tasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software.

Responsibilities

• Proactively managing the VP’s calendar, optimizing time allocation, and prioritizing critical engagements.
• Coordinating all aspects of travel arrangements, including itineraries, accommodations, and logistics.
• Preparing and editing high-quality correspondence, communications, presentations, and reports.
• Managing and reconciling expense reports, ensuring timely and accurate submissions.
• Utilizing accounting system for invoice processing, managing accounts-related documentation, ensuring accuracy in claims and department budget management.
• Attending meetings with the VP, capturing minutes, and tracking action items.
• Planning and executing events and client engagements, including vendor contracts and budgets.
• Coordinating logistics for in-person and virtual meetings, including video setup and refreshments.

Skills

Calendar management

Travel coordination

Correspondence drafting

Expense management

Invoicing & budgeting

MS Office

Tools

MS Office

Job description

Duration: 1 year

Location: Ngee Ann City

You will shine here if you enjoy…

Executive Support

• Proactively managing the VP’s calendar, optimizing time allocation, and prioritizing critical engagements
• Coordinating all aspects of travel arrangements, including itineraries, accommodations, and logistics, ensuring seamless and efficient travel experiences
• Preparing and editing high-quality correspondence, communications, presentations, and reports, ensuring clarity and accuracy
• Managing and reconciling expense reports, ensuring timely and accurate submissions that are compliant with company policies
• Utilizing accounting system for invoice processing, managing accounts-related documentation, ensuring accuracy in claims and department budget management

Strategic Initiative Support

• Attending meetings with the Vice President when required, capturing detailed minutes, and tracking action items to ensure accountability and progress
• Assisting in the development of presentations and other materials for internal and external audiences when required.

Event Management and Coordination

• Planning, organizing, and executing events, including conferences, meetings, and client engagements
• Managing all logistics and ensuring flawless execution of events
• Negotiating contracts with vendors and managing event budgets effectively
• Arranging cross-departmental workshops or offsites when required to foster collaboration on key projects
• Coordinating logistics for both in-person and virtual meetings which includes setting up video conferencing equipment, arranging seating, providing refreshments if needed, and ensuring connectivity for remote participants

Strategic Committee Liaison with Leadership Teams

• Facilitating communication and collaboration between the Vice President and the members of the Strategic Committee
• Preparing and distributing meeting agendas, supporting materials, and follow-up reports
• Tracking action items and ensuring timely completion

Confidentiality and Discretion

• Handling sensitive information with the utmost discretion and maintaining strict confidentiality
• Acting as a gatekeeper, screening communications, and managing access to the Vice President

We would love to hear from you if you are/have…

• Proven experience as an Executive Assistant supporting C-level executives
• Strong organizational and multi-tasking abilities
• Excellent written and verbal communication skills
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software

PERSOL Singapore Pte Ltd RCB No. 200007268E EA License No. 01C4394 Reg. R23114622 So Man Xin