Executive Coordinator

Singapore Gasco Pte Ltd; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A prominent local company in Singapore is seeking an Administration Support professional. The role involves managing the CEO's calendar, coordinating meetings, and handling travel logistics. Ideal candidates should have a diploma related to business administration and possess strong communication skills. Experience in an admin or customer-facing position is required.

Qualifications

• Minimum of 2-3 years of experience in admin and relevant customer fronting role.
• High level of discretion and professionalism.
• Adaptability to changing priorities.

Responsibilities

• Manage the CEO's calendar and coordinate meetings.
• Handle mail management and courier services.
• Arrange travel itineraries for executives.

Skills

Strong verbal and written communication skills

Good interpersonal skills

Ability to work under pressure

Proficiency in office software

Education

Diploma in business administration or related

Job description

Administration Support

• Responsible for mail management and courier services and verifying monthly billing and payment requirements

• Procure stationery and printing materials, coordinate office equipment and maintenance

• Liaising with building management office for season parking allocation, and building access matters

• Be the contact point to organise and coordinate internal and external meeting arrangements

• Prepare agendas, record of meeting minutes, and follow-up with interdepartmental on weekly action tasks

Secretarial Support

• Manage the CEO’s calendar on meetings scheduling, coordinate appointments and event arrangements

• Administer and manage CEO’s expense and travel claims reports

• Involve and support at office events, reception duties, and logistics arrangements

• Maintain a neat and organized e-filing system for documents and records

Travel and logistics

• Arrange travel itineraries, accommodations, and transportation for the C- suite executives

• Liaise and coordinate with awarded vendors on requirement relating to ticketing, transport and accommodation

Project Coordination

• Assist and support in coordination of special projects when assigned

• Conduct research where required to provide insights on decision making solutions

Confidentiality and Discretion

• Handle sensitive information with utmost confidence

• Act as a trusted liaison between the CEO and stakeholders

Job Requirements:

• Diploma in business administration or related preferred

• Strong verbal and written communication skills

• Good interpersonal skills and pleasant disposition

• High level of discretion and professionalism

• Ability to work under pressure and adapt to changing priorities

• Proficiency in office software and scheduling tools

• Minimum of 2-3 years of experience in admin and relevant customer fronting role