Executive Assistant & Operations Partner to GM

P3 PROJECT PTE. LTD.; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading project management firm in Singapore is seeking an Administrative Support professional for the General Manager. The role involves managing complex schedules, preparing reports, and ensuring efficient operations. Key competencies include strong organizational and communication skills, ability to handle sensitive information, and proficiency in MS Office Suite. A diploma in administration is preferred. The firm values discretion, attention to detail, and initiative in enhancing operational efficiency.

Responsibilities

• Manage the GM’s calendar by scheduling meetings and coordinating appointments.
• Prepare detailed reports, presentations, and meeting materials.
• Track deadlines, deliverables, and follow-ups for the GM’s projects.
• Monitor departmental performance by compiling updates.
• Draft clear and concise policies and internal communications.
• Organize staff meetings, briefings, and external engagements.
• Arrange comprehensive travel itineraries and logistics.
• Record accurate minutes of meetings and follow up.
• Maintain organized filing systems for confidential documents.
• Conduct research and compile data for the GM’s decision-making.
• Serve as a professional contact point for internal/external stakeholders.
• Liaise with senior management and clients on behalf of the GM.
• Handle sensitive matters with discretion.
• Coordinate corporate events and workshops.
• Track expenses and assist in financial reporting.
• Anticipate administrative needs and propose solutions.

Skills

Organizational Skills

Communication Skills

Confidentiality & Discretion

Attention to Detail

Time Management

Technical Proficiency

Interpersonal Skills

Education

Minimum diploma in administration

Tools

MS Office Suite (Word, Excel, PowerPoint, Outlook)

Job description

Job Summary

Provide comprehensive administrative and operational support to the General Manager (GM), ensuring efficient management of schedules, communications, and projects to drive organizational effectiveness and facilitate strategic decision-making.

Responsibilities

• Manage the GM’s calendar by scheduling meetings and coordinating appointments to optimize time and priorities
• Prepare detailed reports, presentations, and meeting materials that support informed decision-making
• Track deadlines, deliverables, and follow-ups for the GM’s projects to ensure timely completion and progress monitoring
• Monitor departmental performance by compiling updates and assisting in performance tracking activities
• Draft clear and concise policies, memos, and internal communications to facilitate organizational alignment
• Organize staff meetings, briefings, and external engagements to promote effective collaboration
• Arrange comprehensive travel itineraries, accommodations, and logistics to support the GM’s business travel needs
• Record accurate minutes of meetings and ensure timely follow-up on action items to maintain accountability
• Maintain organized digital and physical filing systems for confidential documents to safeguard information integrity
• Conduct research and compile relevant data to support the GM’s decision-making processes
• Serve as a professional point of contact between the GM and internal or external stakeholders to ensure smooth communication
• Liaise with senior management, clients, and partners on behalf of the GM to foster strong relationships
• Handle sensitive matters with discretion and professionalism to maintain trust and confidentiality
• Coordinate corporate events, workshops, and team-building activities to enhance organizational culture and engagement
• Track expenses, prepare reimbursements, and assist in financial reporting to support budget management
• Anticipate administrative needs, identify potential issues, and proactively propose solutions to improve operational efficiency

Required competencies and certifications

• Organizational Skills: Ability to manage complex schedules, prioritize tasks, and meet deadlines.
• Communication Skills: Strong written and verbal communication for drafting correspondence and liaising with stakeholders.
• Confidentiality & Discretion: Handling sensitive information responsibly and maintaining trust.
• Attention to Detail: Accuracy in preparing reports, documents, and managing records.
• Time Management: Efficiently balancing multiple responsibilities in a fast-paced environment.
• Technical Proficiency: Competence in MS Office Suite (Word, Excel, PowerPoint, Outlook), AI and scheduling tools.
• Interpersonal Skills: Professional demeanor when interacting with executives, staff, and external partners.

Good to Have Competencies

• Problem-Solving & Initiative: Anticipating needs, identifying issues, and proposing solutions proactively.
• Project Coordination: Experience supporting projects, tracking deliverables, and preparing progress updates.
• Event Management: Ability to organize corporate events, workshops, or team-building activities.
• Financial Acumen: Basic knowledge of expense tracking, reimbursements, and budget support.
• Multilingual Ability: Proficiency in additional languages for international communication.
• Adaptability: Flexibility to adjust to changing priorities and demands.

Preferred competencies and qualifications

• Minimum diploma in administration