Executive Assistant (PA) - 1 Year Contract (3500$) - DEPOT

PERSOL; Singapore; On-site; SGD 40,000 - 70,000; Full time

Job summary

A leading recruitment firm in Singapore is seeking an experienced administrative professional to provide executive support. The role involves managing executive calendars, coordinating travel plans, and organizing meetings. Ideal candidates should be proficient in various administrative tasks, maintain professionalism, and ensure confidentiality. This position offers the opportunity to drive operational efficiencies within the organization.

Qualifications

• Proficient in scheduling and managing executive calendars
• Ability to maintain professionalism and confidentiality
• Familiarity with administrative and marketing support tasks

Responsibilities

• Provide tactical and strategic administrative support to executives
• Manage appointments and meetings for executives
• Coordinate travel plans, logistics and event setups
• Assist with onboarding new employees and interns

Job description

This role is responsible for providing basic tactical and strategic administrative support to upper-level executives within the organization, scheduling appointments, managing calendars, calls, emails, and coordinating travel plans. The role entails general administrative tasks like logistic shipments, drafting and formatting documents, organizing meetings, and coordinating administrative work within and across departments and divisions and acting as a primary point of contact for internal and external stakeholders. Within the marketing department, the role involves some basic marketing administrative work such as simple data tabulation, social media postings etc.

Responsibilities

Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization and is recognized as the top administrative employee in the department or division.

Manage appointments scheduling, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.

Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.

Provides general administrative support as needed, including photocopying, faxing, and mailing documents.

Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.

Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.

Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.

Manages all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in expense management system, managing travel budgets, and addresses last‑minute changes and emergencies. Also includes site visit coordination: agenda planning in coordination with local site leads, event logistics (venue selection, rooming options, catering, and A/V needs).

Set up logistics and send out communications for virtual and/or in‑person meetings, including assisting with creating the agenda, conference room setup, ordering/setting up catering, external dinners and/or team building events.

Maintain professionalism and strict confidentiality with all materials.

Drive operational efficiencies through development of repeatable processes and utilization of productivity tools (i.e. Teams, Smartsheet, etc.)

Act as the delegate for the Directors in specific company systems including HR, procurement, and recognition systems.

Maintain updated org charts and distribution lists.

Assist with onboarding new employees/interns, purchasing items, and creating purchase orders in accordance with procurement policies.

Interested candidate please click on the following link to begin your job search journey and submit your CV directly through the official PERSOLKELLY job application platform - GO Mobile.

We regret to inform that only shortlisted candidates will be notified.

By sending us your personal data and curriculum vitae (CV), you are deemed to consent to PERSOLKELLY Singapore Pte Ltd and its affiliates to collect, use and disclose your personal data for the purposes set out in the Privacy Policy available at https://www.persolkelly.com.sg.... You acknowledge that you have read, understood, and agree with the Privacy Policy.