Executive Assistant & Office Administrator

Charisma Energy Services Limited; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading company in renewable energy seeks an Executive Assistant to support the Executive Director and Board members. This role involves managing calendars, preparing meeting materials, and overseeing office administration. With a focus on discretion and superior communication skills, the ideal candidate will thrive in a dynamic environment while contributing to strategic initiatives.

Benefits

Competitive salary and benefits package

Supportive and collaborative work environment

Opportunity to work closely with senior leadership

Challenging and rewarding role

Qualifications

• 3-5 years experience as an Executive Assistant, Personal Assistant, or Senior Administrator.
• Proficient in Microsoft Office Suite; familiar with tools like Zoom, Microsoft Teams.
• Must have excellent communication skills and ability to manage sensitive information.

Responsibilities

• Manage the Executive Director's calendar and travel arrangements.
• Prepare meeting agendas and take minutes during board meetings.
• Oversee daily office operations and support event coordination.

Skills

Organizational Skills

Communication

Discretion & Confidentiality

Proactive

Interpersonal Skills

Adaptability

Tools

Microsoft Office Suite

Virtual Meeting Platforms

Job description

About Us

We are a company listed in Singapore, dedicated to shaping a sustainable future through our investments and operations in renewable energy and low-carbon infrastructure. Our commitment to sustainability drives our innovative projects, contributing to a greener economy and a resilient environment. We are building a team that shares our vision for impactful and responsible growth.

Executive and Board Support

• Calendar Management: Proactively manage and coordinate the Executive Director's busy calendar, including scheduling meetings, appointments, and travel.

• Meeting Support: Prepare meeting agendas, gather and distribute pre-read materials, take accurate minutes for Board and committee meetings, and ensure timely follow-up on action items.

• Communication: You'll handle confidential information with the utmost care.

• Travel Coordination: Arrange complete travel itineraries (flights, hotels, ground transportation) for the Executive Director and Board members as needed.

• Expense Management: Process and reconcile expense reports for the Executive Director and Board members.

• Board Liaison: Be a main point of contact for Board members, helping with communication and providing necessary support.

Office Administration

• Office Management: Oversee daily office operations, keeping the work environment tidy, organized, and functional.

• Procurement: Manage office supplies, place orders, and coordinate with vendors for office equipment and services.

• Front Desk: Greet visitors, answer and direct phone calls, and handle incoming and outgoing mail and deliveries.

• Facilities Coordination: Work with building management on maintenance, repairs, and other facility needs.

• Record Keeping: Maintain organized and up-to-date physical and digital filing systems for all office and executive documents.

• Event Support: Help coordinate company events, meetings, and functions.

• Other Duties: Perform various administrative tasks to support overall office efficiency.

What You'll Bring:

• Experience: A minimum of 3-5 years of experience as an Executive Assistant, Personal Assistant, or Senior Administrator, ideally supporting senior management.

• Technical Proficiency:

• Advanced skills in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).

• Familiarity with virtual meeting platforms (e.g., Zoom, Microsoft Teams).

• Key Skills:

• Exceptional Organizational Skills: Proven ability to multitask, prioritize, and manage time effectively with keen attention to detail.

• Strong Communication: Excellent written and verbal communication skills in English.

• Discretion & Confidentiality: Absolute integrity and the ability to handle highly sensitive and confidential information professionally.

• Proactive & Resourceful: Able to anticipate needs, take initiative, and solve problems independently.

• Interpersonal Skills: A professional and pleasant demeanor, comfortable interacting effectively with people at all levels.

• Adaptability: Able to thrive in a dynamic environment and adjust to changing priorities.

What We Offer:

• A challenging and rewarding role at the heart of our organization.

• The opportunity to work closely with senior leadership and contribute to strategic initiatives.

• A supportive and collaborative work environment.

• A competitive salary and benefits package.