Executive Assistant/Secretary

Private Advertiser; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A private company in Singapore is seeking an experienced Executive Assistant to support C-level executives. The role involves managing schedules, coordinating meetings, and handling travel arrangements in a fast-paced international environment. Candidates must have excellent English communication skills and strong organizational abilities. Immediate availability is preferred.

Qualifications

• 3-5 years of experience as an Executive Assistant or similar role.
• Ability to work independently in a fast-paced environment.
• Ability to handle sensitive business data confidentially.

Responsibilities

• Answering telephone calls and taking messages.
• Coordinating internal and external meetings.
• Managing diaries and reminding of important tasks.
• Coordinating travel arrangements.
• Performing general research work and preparing documents.

Skills

Excellent communication skills in English

Strong organization skills

Problem solving skills

Time management skills

Proficient in Microsoft Office

Interpersonal skills

Job description

Job Description

• 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 Requirement

• 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 its weekend or weekday nights as and when required.
• Immediate availability will be an advantage