Executive, Office Administration

Public Service Division; Singapore; On-site; SGD 90,000 - 150,000; Full time

Job summary

Public Service Division in Singapore is seeking an experienced Executive Support professional to provide high-level administrative and executive support to a Senior Management Leader, coordinating schedules, meetings and key processes with discretion.

You will work closely with senior management and internal and external stakeholders to facilitate effective operations and support organisational priorities, manage confidential information, travel, materials, and meetings.

Qualifications

• Relevant qualifications in any discipline.
• At least 15 years of relevant experience providing support to senior management.
• Strong organisational and coordination skills with ability to manage multiple priorities in a fast-paced environment.
• Excellent interpersonal and stakeholder management skills.
• Strong verbal and written communication skills.
• Demonstrated discretion and handling of confidential information with integrity.
• Meticulous, resourceful and proactive with strong attention to detail.
• Proficient in Microsoft Office and adaptable to new digital tools and systems.
• Experience supporting C-suite or senior leadership teams is a plus.

Responsibilities

• Executive Support & Schedule Management: Manage complex calendars, scheduling meetings, appointments and engagements to optimise time and resource utilisation.
• Coordinate travel arrangements, itineraries and logistical requirements for official engagements.
• Monitor, screen and prioritise incoming correspondence, emails and calls, ensuring timely follow-up and escalation where appropriate.
• Collate, organise and prepare materials, presentations, briefing papers and reports for meetings.
• Support the planning and coordination of meetings, including agenda preparation, logistics and follow-up actions.
• Handle sensitive and confidential information with professionalism and discretion.
• Maintain accurate records and ensure proper management of confidential documents and information in accordance with governance requirements.

Skills

Organisational skills

Stakeholder management

Communication skills

Discretion and confidentiality

Education

Relevant qualifications in any discipline

Tools

Microsoft Office

Job description

[What the role is]

You will provide high-level administrative and executive support to a Senior Management Leader, ensuring the smooth coordination of schedules, meetings, communications and key administrative processes. The role requires strong organisational skills, sound judgement, professionalism and the ability to manage sensitive information with discretion.
You will work closely with senior management and internal and external stakeholders to facilitate effective operations and support organisational priorities.

[What you will be working on]

Executive Support & Schedule Management:

• Manage complex calendars, scheduling meetings, appointments and engagements to optimise time and resource utilisation.




• Coordinate travel arrangements, itineraries and logistical requirements for official engagements.




• Monitor, screen and prioritise incoming correspondence, emails and calls, ensuring timely follow-up and escalation where appropriate.




• Collate, organise and prepare materials, presentations, briefing papers and reports for respective meetings.




• Support the planning and coordination of meetings, including agenda preparation, logistics and follow-up actions.




• Handle sensitive and confidential information with the highest level of professionalism and discretion.




• Maintain accurate records and ensure proper management of confidential documents and information in accordance with organisational policies and governance requirements.

Stakeholder and Communication Management:

• Serve as a key point of contact between senior management and internal departments, external partners and stakeholders.




• Facilitate effective communication and coordination across teams to ensure timely execution of actions and deliverables.




• Draft and review correspondence, meeting notes and other administrative communications as required.

Office and Administrative Operations:

• Support the day-to-day operations of the Senior Management Leader, including document management, filing systems and administrative processes.




• Provide administrative support for corporate events, visits and other organisational activities as required.




• Undertake other duties and projects assigned to support the Senior Management Leader and organisational priorities.

[What we are looking for]

• Relevant qualifications in any discipline


• At least 15 years of relevant experiences in providing support to senior management


• Strong organisational and coordination skills, with the ability to manage multiple priorities in a fast-paced environment.


• Excellent interpersonal and stakeholder management skills.


• Strong verbal and written communication skills.


• Demonstrated ability to exercise discretion and handle confidential information with integrity.


• Meticulous, resourceful and proactive, with strong attention to detail.


• Proficient in Microsoft Office applications and able to adapt quickly to new digital tools and systems.


• Experience supporting C-suite or senior leadership teams will be an advantage.