Executive Assistant/ Personal Assistant

TALENT TRADER GROUP PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

TALENT TRADER GROUP PTE. LTD. is seeking a proactive Executive Assistant to support the Managing Director in Singapore. The role covers calendar management, travel arrangements, correspondence and briefing documents to ensure smooth daily operations.

You will coordinate meetings, prepare materials, manage office operations, vendor relations and compliance related tasks. Strong communication and presentation skills are essential for this high-visibility support role.

Qualifications

• Diploma in Business Administration or related field.
• Minimum 5 years of experience as Executive Assistant or Personal Assistant.
• Excellent communication and presentation skills.

Responsibilities

• Oversee MD's calendar, appointments and daily priorities.
• Manage emails, telephone calls and correspondence, including drafting letters, emails and briefing documents.
• Coordinate and arrange business travel, including flight and hotel bookings, visa applications, ground transportation and comprehensive travel itineraries.
• Organise meeting materials, prepare agendas and presentations, record meeting minutes and monitor follow-up actions.
• Oversee the day-to-day operations of the Singapore office, including office supplies, IT and telecommunications support, vendor coordination, facilities management and visitor arrangements.
• Manage and maintain corporate records, agreements and document filing systems for both entities.
• Liaise with corporate secretaries, auditors, legal advisors and banking institutions on statutory filings, regulatory renewals and KYC requirements.
• Handle supplier invoices, staff expense claims and payment requests for management approval.
• Assist the finance department with supporting documentation, account reconciliations and month-end reporting requirements.
• Provide administrative support for tender submissions and business proposals, including document preparation, formatting, version control, compliance checks and submission coordination.
• Develop and maintain up-to-date contact databases covering clients, business partners, shipyards and suppliers.

Skills

Calendar management

Email management

Travel coordination

Meeting logistics

Office operations

Records management

Stakeholder liaison

Education

Diploma in Business Administration

Tools

Microsoft Office

PowerPoint

G Suite/Docs

Job description

Job Description

• Oversee the Managing Director's (MD's) calendar, appointments, meetings and daily priorities.
• Manage incoming emails, telephone calls and correspondence, including preparing and drafting letters, emails and briefing documents.
• Coordinate and arrange business travel, including flight and hotel bookings, visa applications, ground transportation and comprehensive travel itineraries.
• Organise meeting materials, prepare agendas and presentations, record meeting minutes and monitor follow-up actions.
• Oversee the day-to-day operations of the Singapore office, including office supplies, IT and telecommunications support, vendor coordination, facilities management and visitor arrangements.
• Manage and maintain corporate records, agreements and document filing systems for both entities.
• Liaise with corporate secretaries, auditors, legal advisors and banking institutions on statutory filings, regulatory renewals and Know Your Customer (KYC) requirements.
• Handle supplier invoices, staff expense claims and payment requests for management approval.
• Assist the finance department with supporting documentation, account reconciliations and month-end reporting requirements.
• Provide administrative support for tender submissions and business proposals, including document preparation, formatting, version control, compliance checks and submission coordination.
• Develop and maintain up-to-date contact databases covering clients, business partners, shipyards and suppliers.

Requirements

• Diploma in Business Administration or any related fields.
• Minimum 5 years of experience as Executive Assistant or Personal Assistant role.
• Excellent communication and presentation skills