Executive Assistant/Secretary

Jobstreet SG; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading recruitment agency in Singapore is seeking an experienced Executive Assistant to support C-level executives. Responsibilities include managing schedules, coordinating travel arrangements, and maintaining correspondence. The ideal candidate will excel in communication, organization, and problem-solving and must have 3-5 years of relevant experience. Immediate availability is preferred. This position offers a dynamic work environment.

Qualifications

• Minimum 3-5 years of experience as an Executive Assistant or similar role.
• Ability to handle sensitive business data with confidentiality.
• Comfortable in a fast-paced international environment.

Responsibilities

• Answer telephone calls and take messages.
• Coordinate travel arrangements including booking flights and accommodations.
• Manage diary for management/employees and remind of important tasks.

Skills

Excellent communication skills in English

Strong organization skills

Problem solving skills

Time management skills

Interpersonal skills

Tools

Microsoft Office

Job description

Responsibilities

• Answering telephone call, taking messages, receiving incoming faxes and mails
• Coordinate internal and external meetings with business partners, shareholders, clients, suppliers and others
• Manage diary for Management/employees including meetings, conferences, video conferences and other events and reminding them of important tasks and deadlines
• Receiving office guests to meeting room and arrange food catering (if needed)
• Coordinate travel arrangements, including booking flights, visa, car rental and hotel accommodations, travel itineraries and completing expense reports for reimbursement after the trip.
• Perform general research work including preparation of background documents (e.g., preparation of presentation slides, drafts of simple correspondences, and background information for appointments; consolidate relevant data; generate reports, etc.).
• Establish, maintain, and ensure the timely update of the correspondence filing systems (both hard and soft copies)
• Liaise, draft, comment, review, edit and send contracts and agreements on behalf of Management (if needed)
• Assist with general administration support such as processing correspondence and letters, photocopying, printing, scanning, typing, couriers, maintaining contact databases, post and others
• Perform office administration tasks including ordering workplace supplies (including pantry ordering) and managing office maintenance services such as repair works, servicing and etc.
• Perform any other ad-hoc duties where required

Job Requirements

• Excellent communication skills in English
• Ability to work independently combined with excellent interpersonal skills
• Strong organization, problem solving and time management skills
• Proficient in Microsoft office skills
• Ability to handle sensitive business data and other information with confidentiality and discretion
• Must be comfortable in a fast-paced international environment with multiple languages & time zones
• A minimum of 3-5 years of experience as an Executive Assistant or in a similar role supporting C-level executives or senior management in a fast-paced and dynamic environment.
• Able to work under pressure, tight deadlines and to accommodate last-minute or ad-hoc changes such as arranging urgent flight/accommodation arrangements even if it’s weekend or weekday nights as and when required.
• Immediate availability will be an advantage