Executive Assistant (To Company)

OMNIA OFFICE PTE. LTD.; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

A leading office support company in Singapore seeks an experienced Executive Assistant to provide comprehensive support to a team. Key responsibilities include managing calendars, coordinating meetings, and handling confidential information. The ideal candidate must have a Bachelor’s in Business Administration or Management and at least 1 year of secretarial experience, along with strong organizational skills and proficiency in Microsoft Office.

Qualifications

• Minimum 1 year of experience as a Secretary or EA.
• Strong written and verbal communication skills.
• Ability to maintain confidentiality.

Responsibilities

• Manage and maintain stakeholders calendars.
• Coordinate meetings and travel arrangements.
• Draft and prepare documents and reports.
• Handle confidential information with discretion.

Skills

Organisational skills

Time management

Communication skills

Microsoft Office proficiency

Discretion

Education

Bachelor's degree in Business Administration or Business Management

Job description

In this role, you will provide comprehensive executive support to a team of 4 stakeholders, expertly managing intricate calendars, coordinating meetings with business owners and handling all matters within the business. You will also be responsible for efficient expense reporting, assisting with the planning and execution of key investor events and acting as a vital liaison between local offices, all while ensuring the utmost confidentiality.

Roles and Responsibilities

• Manage and maintain stakeholders calendars, appointments, and schedules
• Coordinate meetings, travel arrangements, and itineraries
• Screen and manage calls, emails, and correspondence
• Conduct outbound calls to prospective business owners and leads
• Manage both business and personal appointments
• Draft, proofread, and prepare documents, presentations, and reports
• Take meeting minutes and follow up on action items
• Handle confidential information with discretion
• Maintain organized filing systems (digital and physical)
• Process claims, reimbursements, and invoices
• Implement systems to streamline administrative processes
• Maintain awareness of company goals and priorities
• Assist in managing small-scale projects or ad hoc initiatives

Requirements

• Min 1 year of Secretary/EA experience
• Preferably Bachelor’s in Business Administration (BBA) or Business Management
• Excellent organisational and time management skills with the ability to prioritise and multitask
• Strong written and verbal communication skills, with a professional and diplomatic demeanor
• Proficiency in Microsoft Office suite (Word, Excel, PowerPoint, Outlook)
• Ability to work independently and take initiative, while also being a team player
• Discretion and confidentiality when handling sensitive information
• Knowledge of office management and administrative best practices