Executive Secretary

SIN DA CHENG CONSTRUCTION & TRADING PTE. LTD.; Singapore; On-site; SGD 60,000 - 90,000; Full time

Job summary

SIN DA CHENG CONSTRUCTION & TRADING PTE. LTD. is seeking an experienced executive assistant to support the corporate leadership team in Singapore. The role covers calendar management, meeting planning, document preparation, and action-item follow-through.

The ideal candidate will handle communications on behalf of executives, coordinate travel and events, maintain confidentiality, and manage confidential information with discretion. Strong organizational and interpersonal skills are essential.

Qualifications

• Provides secretarial and administrative support to the executive team.
• Liaises with internal and external stakeholders on behalf of executives.
• Maintains confidentiality and handles sensitive information with discretion.
• Coordinates meetings, travel, events, and minutes.

Responsibilities

• Providing secretarial and administrative support to the executive team, including managing schedules, meeting planning, and document preparation.
• Liaising between executive team and stakeholders, handling communications on their behalf.
• Managing travel arrangements, itineraries, and event planning for the executive team.
• Maintaining confidentiality and handling sensitive information with discretion.
• Coordinating and attending executive meetings, taking minutes, and following up on action items.
• Overseeing special projects, including research, report preparation, and event coordination.
• Organising files and maintaining records for efficient office operations.
• Drafting, proofreading, and distributing emails, memos, and correspondence for executives.

Skills

Secretarial support

Executive coordination

Time management

Discretion

Interpersonal skills

Meeting coordination

Documentation

Multitasking

Communication

Job description

• Providing secretarial and administrative support to the executive team, including managing schedules, meeting planning, and document preparation.
• Acting as a liaison between the executive team and internal/external stakeholders, handling communications on their behalf.
• Managing travel arrangements, itineraries, and event planning for the executive team.
• Maintaining confidentiality and handling sensitive information with discretion.
• Coordinating and attending executive meetings, taking minutes, and following up on action items.
• Overseeing special projects and initiatives as directed by the executive team, including research, report preparation, event coordination, and correspondence handling.
• Ensuring the executive's office operates efficiently by organising files and maintaining records accurately.
• Organise and schedule meetings, appointments, and conferences, ensuring all materials are prepared in advance.
• Draft, proofread, and distribute emails, memos, and other correspondence handling on behalf of the executives.
• Track and prioritise tasks for the executive team, ensuring deadlines are met, and issues are escalated as necessary.
• Manage executive expense reports, invoices, and other financial documents.
• Handle incoming calls and communications, prioritising important matters and redirecting as appropriate.
• Assist with preparing and coordinating board meetings, including agenda preparation and minute-taking.
• Maintain databases and records for executive reference and ensure documents and correspondence are handled and filed systematically.
• Good time management with the ability to multitask and prioritise tasks in a fast-paced environment.
• Attention to detail and accuracy in handling tasks and documents.
• High level of professionalism, integrity, and discretion in handling sensitive information.
• Excellent interpersonal skills for interacting with stakeholders at all levels.
• Strong problem-solving and critical thinking skills with the ability to work independently.