Executive Assistant (PA to CEO)

AME International Pte Ltd; Singapore; On-site; USD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to provide high-level administrative support to the Chairman. This dynamic role requires exceptional organizational and communication skills to manage a diverse set of responsibilities in a fast-paced environment. You will be at the heart of operations, ensuring smooth scheduling, travel coordination, and effective communication across departments. If you're resourceful, detail-oriented, and thrive under pressure, this is a fantastic opportunity to contribute to a forward-thinking organization and support senior leadership in achieving their goals.

Qualifications

• 3-5 years experience as an executive assistant supporting senior executives.
• Proficient in managing calendars, communications, and travel arrangements.

Responsibilities

• Organize and manage the executive’s calendar and meetings.
• Screen and manage communications, ensuring timely responses.
• Coordinate travel arrangements and prepare itineraries.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Microsoft Office Suite

Time Management

Confidentiality

Project Management Tools

Travel Coordination

Education

Diploma in Business Administration

Diploma in Communications

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Job description

The Executive Assistant will provide high-level administrative support to the Chairman, ensuring smooth and efficient operations. This role requires a proactive individual with excellent organizational, communication, and problem-solving skills, capable of managing a diverse set of responsibilities in a fast-paced environment.

Key Responsibilities

• Calendar Management: Organize and manage the executive’s calendar, schedule meetings, and ensure all appointments are prioritized according to business needs.
• Communication Management: Screen and manage phone calls, emails, and other forms of communication, ensuring prompt responses or redirection to appropriate team members.
• Travel Coordination: Arrange travel schedules, bookings, accommodations, and prepare itineraries for business trips.
• Meeting Preparation & Support: Organize internal and external meetings, prepare agendas, take minutes, and follow up on action items.
• Document & Data Management: Prepare and edit documents, presentations, reports, and other correspondence. Ensure proper filing and organization of important files.
• Project Coordination: Assist in coordinating and tracking key projects, including preparing project reports and updates for the executive.
• Expense Management: Oversee and manage the executive’s expense reports, process invoices, and maintain records of expenses.
• Liaison Role: Act as a liaison between the executive and other departments, stakeholders, clients, and external partners.
• Confidentiality & Discretion: Handle sensitive information with the utmost confidentiality and professionalism.
• Miscellaneous Support: Provide ad-hoc administrative support to other team members or the executive as needed.
  
  

Required Qualifications

• Education: Diploma in Business Administration, Communications, or a related field (or equivalent work experience).
• Experience: Minimum of 3-5 years in an executive assistant or similar role, preferably supporting senior-level executives.
  
  

Skills & Competencies

• Exceptional organizational and time-management skills.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to prioritize tasks and manage competing demands.
• High level of professionalism, confidentiality, and attention to detail.
• Proactive, resourceful, and able to work independently.
• Experience with project management tools is a plus.
• Experience with travel and event coordination
• Ability to multitask and work effectively under pressure.