Executive Assistant (To Company)

OMNIA OFFICE PTE. LTD.; Singapore; On-site; SGD 30,000 - 50,000; Full time

Job summary

A leading business services firm in Singapore is seeking an Executive Assistant to provide comprehensive support to a team. Responsibilities include managing complex calendars, coordinating meetings, and preparing documents. The ideal candidate will have at least one year of Secretary/EA experience and strong proficiency in Microsoft Office. This position requires excellent organizational skills and the ability to maintain confidentiality.

Qualifications

• Minimum 1 year of Secretary/EA experience required.
• Capable of managing both business and personal appointments.
• Ability to maintain confidentiality when handling sensitive information.

Responsibilities

• Manage and maintain stakeholders' calendars and schedules.
• Coordinate meetings, travel arrangements, and itineraries.
• Draft, proofread, and prepare documents, presentations, and reports.

Skills

Organisational skills

Time management

Written communication

Verbal communication

Microsoft Office proficiency

Education

Bachelor's 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