Executive Assistant to Region Head

intellect design arena pte. ltd.; Singapore; On-site; SGD 60,000 - 100,000; Full time

Job summary

intellect design arena pte. ltd. in Singapore seeks an Executive Assistant to support the Region Head with proactive, organized, and independent handling of complex schedules, travel, and correspondence.

The role requires excellent communication, discretion, and a hands-on approach to document preparation, meeting coordination, event logistics, and vendor coordination across regional offices.

Qualifications

• Bachelor's degree preferred in business, communications, or related field.
• 5+ years in Executive/Personal Assistant roles for senior executives.
• Experience in project management, event planning, and office management is desirable.

Responsibilities

• Calendar management: schedule meetings, conferences, and travel with prioritization of tasks.
• Meeting coordination: prepare agendas, take minutes, follow up on actions.
• Travel arrangements: plan domestic and international travel with itineraries.
• Document preparation: draft and edit correspondence, reports, and presentations.
• Expense management: submit and track expenses per policy.
• Maintain confidentiality and handle sensitive information with discretion.
• Gatekeeping and liaison: manage communications with stakeholders.
• Event planning: coordinate board meetings, retreats, and client events.
• Office management: coordinate resources, tech setup, vendor management.

Skills

Excellent communication

Organizational skills

Attention to detail

Tech savvy

Problem solving

Professionalism

Adaptability

Education

Bachelor’s Degree in Business Administration, Communications, or related field

Tools

MS Office Suite

CRM tools

Job description

Job Summary:

The Executive Assistant (EA) is a critical member of the executive team, providing comprehensive support to the Region Head based in Singapore. This role requires an individual who is proactive, highly organized, and able to work independently with minimal supervision. The EA will handle a wide range of executive support tasks and will interact with internal and external stakeholders at all levels. The ideal candidate is a self-starter, detail-oriented, and possesses exceptional communication skills.

Key Responsibilities:

Executive Support:

• Calendar Management: Efficiently manage the executive’s calendar, including scheduling meetings, conferences, and travel, ensuring optimal time management and prioritization of tasks.
• Meeting Coordination: Organize and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
• Travel Arrangements: Plan and book domestic and international travel, including flights, accommodations, transportation, and itineraries, ensuring seamless and cost-effective travel experiences.
• Document Preparation: Draft, review, and edit correspondence, reports, presentations, and other documents, ensuring accuracy, professionalism, and timely delivery.
• Expense Management: Prepare, submit, and track expense reports, ensuring adherence to company policies and timely reimbursement.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.

Communication & Liaison:

• Gatekeeping: Act as a primary point of contact between the executive and internal/external stakeholders, managing communication and ensuring timely responses.
• Relationship Management: Build and maintain strong relationships with key stakeholders, both within and outside the organization.
• Event Planning: Coordinate and manage executive events, such as board meetings, company retreats, and client events, including logistics, catering, and materials preparation.

Office Management:

• Resource Coordination: Ensure the executive’s office is well-organized, fully stocked, and equipped with the necessary resources for daily operations.
• Technology Management: Assist with the setup and troubleshooting of technology, including video conferencing, presentations, and other office equipment.
• Vendor Management: Liaise with vendors and service providers, managing contracts and ensuring the timely delivery of services and supplies.

Qualifications:

Education & Experience:

• Bachelor’s Degree in Business Administration, Communications, or a related field is preferred.
• 5+ years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior executives.
• Experience in project management, event planning, and office management is highly desirable.

Skills & Competencies:

• Excellent Communication: Strong verbal and written communication skills, with the ability to interact effectively with diverse groups of people.
• Organizational Skills: Superior organizational and time management skills, with the ability to manage multiple priorities and deadlines.
• Attention to Detail: Meticulous attention to detail, particularly in document preparation and event planning.
• Tech Savvy: Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with and CRM tools.
• Problem-Solving: Ability to anticipate needs, think critically, and offer solutions to complex problems.
• Professionalism: High level of integrity, professionalism, and discretion in handling confidential information.
• Adaptability: Ability to work in a fast-paced, dynamic environment, adapting to changing priorities and demands.

Additional Requirements:

• Flexibility: Willingness to work flexible hours, at time on different timezones based on travel schedule of the Region head, including evenings and weekends as needed.
• Travel: Occasional travel may be required for event coordination and executive support.