Executive Assistant to CEO Office, APAC

Gateway Search Pte Ltd; Singapore; On-site; SGD 60,000 - 120,000; Full time

Job summary

Gateway Search Pte Ltd in Singapore seeks an Executive Assistant to the CEO Office to provide high-level support to the President, APAC & COO. You will manage complex calendars, organize international travel, prepare management materials, and coordinate cross-functional initiatives across regional and global teams.

The role requires strong organizational skills, business acumen, and the ability to handle confidential information with discretion.

Qualifications

• Bachelor's degree in Business Administration, Management, Communications, or related discipline.
• 3–8 years of relevant experience in executive assistance, executive office coordination, business operations, project coordination, or similar roles.
• Experience supporting senior executives, ideally at the C-suite, President, or COO level.
• Strong organizational and execution skills, with the ability to manage multiple priorities, anticipate needs, and follow through independently.
• Excellent written and verbal communication skills in both English and Mandarin Chinese, with the ability to communicate effectively with Chinese-speaking senior leadership and international stakeholders.
• Strong proficiency in Microsoft Office or Google Workspace, particularly PowerPoint, Excel, and presentation preparation.
• High standards of professionalism, integrity, confidentiality, and attention to detail.
• A proactive, resourceful, and adaptable mindset, with the ability to work in a fast-paced, evolving international business environment.

Responsibilities

• Manage complex executive calendars, meetings, and priorities across multiple time zones, proactively resolving scheduling conflicts and optimizing the executive's time.
• Coordinate domestic and international business travel, including flights, accommodation, visas, ground transportation, and detailed itineraries.
• Organize internal and external meetings, prepare agendas and briefing materials, record key discussion points, and follow up on action items.
• Serve as a key coordination point between the executive and internal teams, clients, business partners, and other external stakeholders.
• Manage expense claims, reimbursements, and related administrative documentation.
• Handle confidential information and sensitive business matters with discretion, professionalism, and sound judgment.
• Provide ad hoc executive support when required, including occasional after-hours coordination across international time zones.
• Support the planning, coordination, and execution of management priorities and cross-functional initiatives.
• Track key deliverables, deadlines, and follow-up actions to ensure timely execution by relevant stakeholders.
• Consolidate business updates, prepare presentations, and organize information for management reviews and decision-making.
• Conduct preliminary research, data gathering, and analysis to support executive discussions and business planning.
• Facilitate communication and alignment across regional and global teams, helping to resolve coordination gaps and maintain execution momentum.
• Assist with special projects and ad hoc assignments from senior leadership, with opportunities to take ownership of projects as capabilities develop.
• Coordinate day-to-day Singapore office administration, including facilities, vendors, supplies, and service providers.
• Support employee onboarding logistics, office access, and other operational arrangements.
• Assist in organizing internal meetings, team activities, and corporate events.
• Identify opportunities to improve administrative processes and operational efficiency.

Skills

Executive support

Calendar management

Travel coordination

Expense management

Stakeholder management

English & Mandarin

Education

Bachelor's degree in Business Administration/Management/Communications

Tools

Microsoft Office

Google Workspace

PowerPoint

Excel

Job description

Gateway Search Pte Ltd in Singapore seeks an Executive Assistant to the CEO Office to provide high-level support to the President, APAC & COO. You will manage complex calendars, organize international travel, prepare management materials, and coordinate cross-functional initiatives across regional and global teams.

The role requires strong organizational skills, business acumen, and the ability to handle confidential information with discretion.