Executive Secretary / Executive Assistant to GM

Confidential; Singapore; Vor Ort; SGD 90.000 - 150.000; Vollzeit

Zusammenfassung

Confidential, based in Singapore, is seeking an experienced Executive Assistant to provide comprehensive support to the GM and leadership team. You will manage calendars, prepare briefs, coordinate meetings, travel, budgets and document management, and ensure confidential information is handled with integrity.

The role requires strong organizational skills, fluency in English and Chinese, and ability to liaise with internal and external stakeholders across functions.

Qualifikationen

• Minimum 8 years of experience in administrative, executive assistant, secretarial, or coordination roles supporting managers or senior leaders.
• Proficient in Microsoft Office applications.
• Strong organizational, communication, and stakeholder management skills, with the ability to communicate effectively with English- and Chinese-speaking stakeholders.
• High integrity, professionalism, and ability to work independently while maintaining confidentiality.

Aufgaben

• Provide executive support and coordination across leadership meetings, visitors and customers, travel, expenses, operations, document management, events and communications, and office administration.
• Organize operational, management, and business review meetings, prepare agendas and presentation materials, and record meeting minutes.
• Coordinate visits from customers, suppliers, government, and other stakeholders; arrange logistics and site tours.
• Arrange domestic and international travel, flights, accommodation, transport, visas, and expense processing; maintain travel records and budgets.
• Consolidate reports from multiple departments and support weekly, monthly, and quarterly reviews; track KPIs and reporting requirements.

Kenntnisse

Executive support

Stakeholder management

English-Chinese communication

Confidentiality

Ausbildung

Diploma/Degree in Business Administration or related

Tools

Microsoft Office

Jobbeschreibung

This role provides comprehensive executive support and coordination across leadership meetings, visitors and customers, travel and expenses, operations, document management, events and communications, and office administration.

Responsibilities

Executive Support

• Manage calendars, appointments, and executive schedules for the GM
• Coordinate internal and external meetings.
• Prepare correspondence, reports, presentations, and briefing materials.
• Screen and manage incoming communications.
• Maintain confidential records and sensitive business information.
• Coordinate document approvals and executive filing systems.

Leadership Meeting Management

• Organize operational, management, and business review meetings.
• Prepare meeting agendas and presentation materials.
• Record and distribute meeting minutes.
• Track action items and monitor closure status.
• Coordinate follow-up actions with department managers.

Visitor & Customer Coordination

• Coordinate customer, supplier, corporate, and government visits.
• Arrange meeting logistics, visitor access, and site tours.
• Prepare visit itineraries and presentation materials.
• Support customer audits and management reviews.

Travel & Expense Administration

• Arrange domestic and international travel.
• Coordinate flights, accommodation, transport, and visa applications.
• Process travel claims and expenses.
• Maintain travel records and budgets.

Operations Coordination

• Support weekly, monthly, and quarterly management reviews.
• Consolidate reports from Manufacturing, Engineering, Quality, Facilities, HR, Finance, and Supply Chain functions.
• Track operational KPIs and reporting requirements.
• Support cross-functional coordination activities.

Document Management

• Maintain confidential executive documents and records.
• Manage organization charts, contact lists, and document repositories.
• Support preparation and formatting of management presentations.
• Ensure proper filing and document retention practices.

Event & Communications Support

• Coordinate town halls, leadership meetings, and employee engagement activities.
• Support executive communications and announcements.
• Organize management workshops, recognition events, and site functions.

Office Administration

• Manage office supplies and administrative purchases.
• Support budget tracking and invoice processing.
• Coordinate meeting room bookings and office services.
• Provide general administrative support to the executive office.

Qualifications

• Diploma/Degree in Business Administration, Office Management, Human Resources, or a related discipline.

Required Skills

• Minimum 8 years of experience in administrative, executive assistant, secretarial, or coordination roles supporting managers or senior leaders.
• Proficient in Microsoft Office applications.
• Strong organizational, communication, and stakeholder management skills, with the ability to communicate effectively with English- and Chinese-speaking stakeholders.
• High integrity, professionalism, and ability to work independently while maintaining confidentiality.

Preferred Skills

Experience supporting plant, operations, site, or engineering leadership teams is preferred.