Executive Assistant to Chief Executive Officer

Private Advertiser; Singapore; On-site; SGD 50,000 - 75,000; Full time

Job summary

A confidential organization in Singapore is seeking an experienced Executive Assistant to support the CEO with high-level administrative duties. The ideal candidate will manage the CEO's schedule, coordinate meetings, and handle confidential communications. We require a minimum of 8-10 years experience in a similar role, proficiency in Microsoft Office Suite, and the ability to maintain discretion. Ideal candidates will thrive in a dynamic, fast-paced environment and possess strong organizational and communication skills.

Qualifications

• Minimum of 8 to 10 years of experience as an executive assistant supporting C-suite executives.
• Experience in a fast-paced, high-level business environment preferred.

Responsibilities

• Provide high-level administrative support to the CEO.
• Act as a liaison between the CEO and stakeholders, managing correspondence.
• Schedule, organize, and attend meetings on behalf of the CEO.
• Handle sensitive information with discretion and professionalism.
• Assist in various projects by conducting research and preparing reports.
• Oversee the day-to-day operations of the CEO’s office.
• Coordinate events and ensure logistics are flawless.
• Prepare presentations, reports, and maintain filing systems.
• Organize travel itineraries for the CEO.
• Manage relationships with vendors and service providers.

Skills

Proficiency in Microsoft Office Suite

Strong communication skills

Ability to prioritize and manage multiple tasks

Strong organizational skills

High degree of discretion

Excellent time management skills

Proactive problem-solving abilities

Education

Bachelor’s degree in Business Administration or related field

Job description

Job Synopsis

The Executive Assistant to the CEO is a highly skilled and proactive administrative professional who will support the Chief Executive Officer (CEO) in his day-to-day operations. This role requires a high level of discretion, exceptional organizational skills, and the ability to handle a wide range of administrative duties. The ideal candidate will be experienced in managing senior-level executive schedules, coordinating complex logistics, and providing seamless communication between the CEO, internal teams, and external stakeholders.

Key Responsibilities

• Executive Support: Provide high-level administrative support to the CEO, including calendar management, scheduling meetings, preparing itineraries, and organizing travel arrangements.
• Communication Management: Act as a liaison between the CEO and internal/external stakeholders, managing all correspondence including emails, phone calls, and other communications. Draft, proofread, and edit correspondence as needed.
• Meeting Coordination: Schedule, organize, and attend meetings on behalf of the CEO. Prepare meeting agendas, ensure all materials are ready in advance, and take minutes or notes when necessary.
• Confidentiality Management: Handle sensitive information with the utmost discretion and professionalism, ensuring that all confidential business matters remain secure.
• Project Assistance: Assist the CEO in various projects by conducting research, preparing reports, tracking progress, and managing timelines to ensure deadlines are met.
• Office Operations: Oversee the day-to-day operations of the CEO’s office, ensuring the CEO has the resources, tools, and support needed for maximum productivity.
• Event Planning: Coordinate events, conferences, and office activities on behalf of the CEO. Ensure logistics are flawless, from scheduling to attendee coordination.
• Document Management: Prepare presentations, reports, and documents for internal and external meetings. Maintain filing systems and databases to ensure easy retrieval of important materials.
• Travel Arrangements: Organize travel itineraries for the CEO, including transportation, accommodation, and meeting schedules during travel.
• Vendor Liaison: Manage relationships with vendors and service providers, ensuring high-quality service and on-time deliveries.

Required Qualifications

• Education: Bachelor’s degree in Business Administration, Management, or a related field (preferred).
• Experience: Minimum of 8 to 10 years of experience as an executive assistant, secretary, or administrative professional supporting C-suite executives (CEO, CFO, COO etc.). Experience in a fast-paced, high-level business environment preferred.
• Skills:
  • Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
  • Strong communication skills (both verbal and written) with a professional demeanor.
  • Ability to prioritize and manage multiple tasks simultaneously.
  • Strong organizational skills with attention to detail.
  • High degree of discretion and confidentiality.
  • Excellent time management skills and ability to meet deadlines.
  • Proactive problem‑solving abilities and ability to work independently.
• Personal Attributes:
  • High level of professionalism and emotional intelligence.
  • Flexible and adaptable in a dynamic work environment.
  • Strong interpersonal skills and the ability to work effectively with individuals at all levels.

Preferred Qualifications

• Previous experience in a listed company
• Able to speak mandarin as need to liaise with stakeholders in China

Work Environment

• Family Orientated environment.
• The position may require occasional evening or weekend hours.
• Occasional travel may be required based on the CEO's needs.