Executive Assistant to COO | Global Calendar & APAC Travel

Sciente International Pte Ltd; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

Sciente International Pte Ltd is seeking an experienced Team/Executive Assistant to provide secretarial and administrative support to the COO and Singapore CSD team. You will manage diaries, coordinate meetings and travel, and handle expense processing across APAC.

The role requires strong English communication, discretion, and the ability to work across time zones while supporting senior leadership and regional teams.

Qualifications

• Minimum 5 years of relevant experience as a Personal Assistant, Executive Assistant, Team Assistant, or in senior administrative support.
• Proven experience supporting C-level executives or senior management.
• Strong expertise in executive diary management, meeting coordination, and international travel arrangements.
• Experience handling expense claims, payment coordination, and approval workflows.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint.
• Excellent written and spoken English, with strong business communication and stakeholder management skills.
• Strong organizational, multitasking, time management, and problem-solving abilities.
• Ability to work independently, manage competing priorities, and handle confidential information with discretion.

Responsibilities

• Manage executive calendars, appointments, meeting schedules, and cross-time-zone coordination.
• Arrange domestic and international travel, including itineraries, accommodation, transportation, and travel approval reviews.
• Prepare and process expense claims, verify team submissions against company policies, and coordinate timely payments with Finance.
• Coordinate internal and external meetings, overseas visitors, business reviews, and corporate events.
• Monitor executive approval queues and follow up on pending approvals and meeting action items.
• Liaise with senior stakeholders, regional teams, clients, vendors, and external partners.
• Maintain confidential records, update internal policies and processes, and manage office supplies.
• Support employee onboarding, transfers, offboarding, IT requests, and other ad hoc administrative duties.

Skills

Diary management

Meeting coordination

Travel arrangements

Expense management

Approval workflows

English business comms

Stakeholder management

Organizational skills

Time management

Discretion

Education

Diploma in Business Administration

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Job description

Sciente International Pte Ltd is seeking an experienced Team/Executive Assistant to provide secretarial and administrative support to the COO and Singapore CSD team. You will manage diaries, coordinate meetings and travel, and handle expense processing across APAC.

The role requires strong English communication, discretion, and the ability to work across time zones while supporting senior leadership and regional teams.