Executive Assistant to CEO

TOP INTERNATIONAL HOLDING PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading company is seeking an Executive Assistant to support the CEO with administrative duties, project management, and communication tasks. The role requires a bachelor's degree and extensive experience, alongside exceptional organizational and communication skills, with a specific need for Mandarin proficiency.

Qualifications

• Extensive experience as an Executive Assistant or similar role.
• Language proficiency in Mandarin is required.
• Ability to manage multiple priorities and work under pressure.

Responsibilities

• Manage and optimize the CEO's calendar and travel arrangements.
• Assist CEO in managing and tracking key projects.
• Communicate on behalf of the CEO with stakeholders.

Skills

Organizational skills

Time-management skills

Communication skills

Project management capabilities

Problem-solving skills

Education

Bachelor's degree in Business Administration

Tools

Microsoft Office Suite

PPT

AI

Job description

Key Responsibilities:

1. Executive and Administrative Support:

• Manage and optimize the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
• Prepare reports, presentations, briefs for meetings, and meeting of minutes.
• Act as a gatekeeper for the CEO, handling correspondence and inquiries
• Handle sensitive information with the utmost confidentiality

2. Project Management:

• Assist the CEO in managing and tracking key projects and deliverables.
• Lead and coordinate special projects as assigned by the CEO.
• Perform research and provide analysis on topics as directed by the CEO.
• Monitor project timelines and deliverables, ensuring alignment with company goals.
• Coordinate across departments to ensure alignment with the CEO’s priorities, and to drive project success.

3. Meeting Management and coordination:

• Schedule, organize and attend meetings, taking minutes and following up on action items.
• Assist in the preparation of meeting agendas, documentation, and follow-ups.
• Ensure the CEO is well-prepared for all meetings and engagements with necessary materials and information.

4. Travel and Event Coordination:

• Plan and arrange complex travel itineraries, including flights, accommodations, and ground transportation.
• Organise and manage events, both internal and external, in support of the CEO’s initiatives.

5. Communication Management:

• Serve as the primary point of contact for internal and external stakeholders on matters related to the CEO.
• Draft and edit correspondence, emails, and presentations manage communications on behalf of the CEO.
• Ensure consistent and clear communication.
• Communicate on behalf of the CEO with shareholders, clients, partners, and employees.

6. Operational Excellence:

• Identify and implement process improvements to enhance the efficiency of the CEO’s office.
• Develop and maintain systems to track key metrics and performance indicators.

7. Confidentiality:

• Handle sensitive and confidential information with discretion and professionalism
• Ensure security and confidentiality of information relating to the CEO’s responsibilities.

Qualifications:

• Bachelor’s degree in Business Administration, Management, or a related field.
• Extensive experience as an Executive Assistant, Chief of Staff, or in a similar role.
• Superior organizational and time-management skills.
• Excellent written and verbal communication skills.
• Language is extremely important for this role as this requires mandarin speaking to stakeholders.
• Ability to manage multiple priorities and work under pressure.
• High level of discretion and professionalism.
• Proficiency in Microsoft Office Suite, PPT, AI and other relevant software.

Preferred Skills:

• Strong project management capabilities.
• Experience with strategic planning and business operations.
• Ability to work independently and collaboratively.
• Exceptional problem-solving skills and attention to detail.