Executive Personal Assistant

AMBITION GROUP SINGAPORE PTE. LTD.; Singapore; On-site; SGD 50,000 - 84,000; Full time

Job summary

AMBITION GROUP SINGAPORE PTE. LTD.

is seeking an organised executive assistant to manage complex calendars across multiple stakeholders and time zones, coordinate travel, and handle communications for senior leaders in a fast-paced environment. You will prepare agendas, collate materials ahead of meetings, take minutes when required, and track follow-up actions; screen emails and proofread correspondence; maintain filing systems and handle confidential documents with discretion.

Responsibilities

• Manage complex, high-volume calendars across multiple stakeholders and timezones; prioritize requests and reschedule meetings as required
• Coordinate end-to-end travel arrangements including flights, hotels; handle last-minute disruptions
• Process, submit, and reconcile expense claims via Concur; ensure adherence to company expense policy; liaise with finance on discrepancies
• Prepare agendas, collate materials/decks ahead of meetings, take minutes where required, and track follow-up actions to completion
• Screen and prioritize emails, calls, and requests; draft and proofread correspondence on behalf of the executive; act as the first point of contact for internal and external stakeholders
• Organize and maintain filing systems (digital and physical), handle confidential documents with discretion, and support basic reporting or data compilation as needed

Job description

• Managecomplex,high-volumecalendarsacrossmultiplestakeholdersandtimezones;prioritizecompetingrequests,andreschedule/reshufflemeetingsasrequired
• Coordinateend-to-endtravelarrangementsincludingflights,hotels;handlelast-minutedisruptions
• Process,submit,andreconcileexpenseclaimsviaConcur;ensureadherencetocompanyexpensepolicy;followuponoutstandingapprovalsandliaisewithfinanceondiscrepancies
• Prepareagendas,collatematerials/decksaheadofmeetings,takeminuteswhererequired,andtrackfollow-upactionitemstocompletion
• Screenandprioritizeemails,calls,andrequests;draftandproofreadcorrespondenceonbehalfoftheexecutive;actasthefirstpointofcontactforinternalandexternalstakeholders
• Organizeandmaintainfilingsystems(digitalandphysical),handleconfidentialdocumentswithdiscretion,andsupportwithbasicreportingordatacompilationasneeded