Executive Assistant / Team Coordinator

ALLEGIS GROUP SINGAPORE PRIVATE LIMITED; Singapore; On-site; SGD 55,000 - 85,000; Full time

Job summary

ALLEGIS GROUP SINGAPORE PRIVATE LIMITED is seeking an EA / Team Coordinator to support the CEO and C-Suite, coordinating calendars, meetings, travel and expenses to keep the department running smoothly.

The role emphasizes confidential handling, proactive communication, and cross-functional collaboration across internal teams and external partners. You will organize events, onboarding, and follow-ups, manage itineraries, draft briefings, and ensure timely information flow to executives.

Qualifications

• Minimum 2 years' experience supporting C-Suite level staff as a team coordinator, executive assistant, or personal assistant.
• Proficient in Microsoft Office or Google Workspace to efficiently produce documents and manage communications.
• Strong calendar, meeting, travel, and expense coordination skills demonstrated through managing complex schedules and logistics.
• Excellent organizational and time-management skills to priorities competing tasks and meet deadlines.
• Strong written and verbal communication skills with confidence engaging senior stakeholders.
• Ability to handle confidential information with discretion and sound judgement.
• Ability to work independently, manage ambiguity, and complete tasks with limited supervision.
• Collaborative, service-oriented, and resilient approach to team support.

Responsibilities

• Manage C-Suite and team calendars by scheduling meetings, resolving conflicts, and ensuring visibility of upcoming commitments to optimize time management.
• Coordinate internal and external meetings by preparing agendas, booking venues or virtual links, communicating with attendees, recording minutes, and tracking follow-ups to ensure effective collaboration.
• Arrange domestic and international travel by planning itineraries, booking flights and accommodations, securing visas, and managing travel documentation to support seamless business trips.
• Prepare and submit expense claims, track reimbursable expenses, and follow up on invoices or payments to maintain accurate financial records.
• Draft, edit, and format correspondence, reports, presentations, and meeting materials to support clear and professional communication.
• Facilitate communication between the CEO's office, department members, internal teams, and external stakeholders to maintain alignment and information flow.
• Maintain confidential records and support department operations including onboarding processes, organizing team events, collating data, and booking venues for priority projects.
• Provide cross-functional support to the CEO's Office on various matters as required, demonstrating flexibility and responsiveness.

Skills

Calendar management

Meeting coordination

Travel planning

Expense management

Executive support

Communication

Discretion & confidentiality

Independent work

Tools

Microsoft Office / Google Workspace

Job description

Our client, an Asia-based technology company, is seeking a EA / Team Coordinator to join the team. In this role, you will provide high-quality coordination and administrative support to C-Suite staff. You will manage calendars, meetings, travel, expenses, communications, records, and operational follow-ups to ensure the department operates efficiently.

Responsibilities

• Manage C-Suite and team calendars by scheduling meetings, resolving conflicts, and ensuring visibility of upcoming commitments to optimize time management
• Coordinate internal and external meetings by preparing agendas, booking venues or virtual links, communicating with attendees, recording minutes, and tracking follow-ups to ensure effective collaboration
• Arrange domestic and international travel by planning itineraries, booking flights and accommodations, securing visas, and managing travel documentation to support seamless business trips
• Prepare and submit expense claims, track reimbursable expenses, and follow up on invoices or payments to maintain accurate financial records
• Draft, edit, and format correspondence, reports, presentations, and meeting materials to support clear and professional communication
• Facilitate communication between the CEO's office, department members, internal teams, and external stakeholders to maintain alignment and information flow
• Maintain confidential records and support department operations including onboarding processes, organizing team events, collating data, and booking venues for priority projects
• Provide cross-functional support to the CEO's Office on various matters as required, demonstrating flexibility and responsiveness

Required competencies and certifications

• Minimum 2 years' experience supporting C-Suite level staff as a team coordinator, executive assistant, or personal assistant
• Proficient in Microsoft Office or Google Workspace to efficiently produce documents and manage communications
• Strong calendar, meeting, travel, and expense coordination skills demonstrated through managing complex schedules and logistics
• Excellent organizational and time-management skills to priorities competing tasks and meet deadlines
• Strong written and verbal communication skills with confidence engaging senior stakeholders
• Ability to handle confidential information with discretion and sound judgement
• Ability to work independently, manage ambiguity, and complete tasks with limited supervision
• Collaborative, service-oriented, and resilient approach to team support