Executive/Senior Executive, Executive Assistant

IMDA; Singapore; On-site; USD 40,000 - 80,000; Full time

Job summary

An established industry player is seeking a proactive Executive Assistant to support high-level directors in a dynamic environment. This role is crucial for ensuring the smooth operation of executive offices, requiring exceptional organizational skills and the ability to manage multiple priorities. The ideal candidate will thrive in a fast-paced setting, demonstrating strong communication abilities and a collaborative spirit. If you are detail-oriented and eager to contribute to a transformative team, this opportunity is perfect for you.

Qualifications

• 4+ years of experience in office management and administrative support.
• Strong organizational skills with the ability to meet deadlines.

Responsibilities

• Manage calendars, coordinate travel, and handle budget matters.
• Plan logistics for meetings and events, and manage communications.

Skills

Office Management

Administrative Support

Communication Skills

Event Coordination

Microsoft Office

Job description

Executive/Senior Executive, Executive Assistant

Join to apply for the Executive/Senior Executive, Executive Assistant role at IMDA.

We are seeking a highly organized and proactive Executive Assistant to support the Cluster Directors/Directors (CD/Dir) in the Sectoral Transformation Group (STG). The ideal candidate will play a critical role in ensuring the smooth operation of the CD/Dir's offices, managing various administrative responsibilities. This position requires keen attention to detail, excellent interpersonal and communication skills, and the ability to manage multiple priorities in a fast-paced, technology-driven environment.

Job Responsibilities:

1. Administrative Support:

• Manage the calendars of the Directors from the Digital Transformation Cluster and SME Go Digital teams.
• Support administrative tasks such as submission of claims, scheduling meetings, coordinating travel arrangements, and handling divisional-wide budget matters like procurement.
• Organize and maintain confidential files, records, and documentation; assist in asset management of the Cluster/Division.
• Maintain and organize digital and physical files for easy access and retrieval.
• Support the team in tracking programme activities, budgets, and outcomes.

1. Event Coordination:

• Plan and coordinate logistics for internal and external meetings, workshops, conferences, industry events, and meetings.
• Prepare materials and manage event follow-up communications.
• Liaise with enterprises and partners for engagements, including sending invitations, monitoring RSVPs, marketing initiatives, and answering basic queries.

1. Communication and Liaison:

• Act as the primary point of contact for internal and external communications, managing phone calls, emails, and correspondence.
• Serve as a liaison between the CD/Dirs and internal teams, external partners, and industry stakeholders.

1. Others:

• Assist in basic research to support division work and circulate information to staff. Cover for other Executive Assistants across STG when necessary.
• Assist with ad-hoc duties related to group-wide or IMDA-wide initiatives.

Job Requirements:

• At least 4 years of relevant experience in office management and administrative support.
• Ability to organize and meet deadlines with minimal supervision.
• Flexibility and adaptability in a fast-paced environment.
• Excellent interpersonal, oral, and written communication skills.
• Strong teamwork orientation and willingness to learn.
• Proficiency in Microsoft Office and ability to learn company-specific software if needed.