Junior Executive Assistant (12 months, Labrador Park, UP$3500)

PERSOL; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading recruitment firm in Singapore is looking for an experienced administrative support professional to handle executive-level tasks. The role includes scheduling appointments, managing travel logistics, and maintaining professionalism with all interactions. Ideal candidates will have strong organizational skills and experience in executive support, ensuring smooth operations within the organization. Apply via the official job application platform.

Responsibilities

• Perform administrative support tasks for executive-level employees.
• Manage scheduling of appointments and meetings for executives.
• Assist in special projects and produce complex documents.
• Provide general administrative support as needed.
• Conduct research tasks and gather information for reports.
• Draft and format routine documents and presentations.
• Coordinate administrative work within divisions.
• Manage leaders' travel and site visit coordination.
• Set up logistics for virtual and in-person meetings.
• Maintain professionalism and confidentiality.
• Drive operational efficiencies using productivity tools.
• Act as a delegate for Directors in company systems.
• Maintain updated org charts and distribution lists.
• Assist with onboarding new employees and procurement.

Job description

Job Responsibilities

• Holds responsibility for performing basic tactical and strategic administrative support tasks for upper executive-level employees of the organization, and is recognized as the top administrative employee in the department or division.
• Manage appointments scheduling, meetings, and events for executives, maintaining their calendars, and sending reminders, and assists in reserving conference rooms, setting up audio-visual equipment, and preparing meeting materials.
• Complete a broad variety of administrative tasks that facilitate the ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; and maintaining contact lists.
• Provides general administrative support as needed, including photocopying, faxing, and mailing documents.
• Conduct basic research tasks, such as gathering information for reports or projects, in collaboration with relevant stakeholders.
• Drafts and formats routine documents, reports, and presentations, and proofreads and edits documents to ensure accuracy and compliance with company guidelines and policies.
• Coordinates the administrative work within the department/division, while working with other departments/divisions and companies.
• Manages all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in expense management system, managing travel budgets, and addresses last‑minute changes and emergencies. Also includes site visit coordination: agenda planning in coordination with local site leads, event logistics (venue selection, rooming options, catering, and A/V needs).
• Set up logistics and send out communications for virtual and/or in‑person meetings, including assisting with creating the agenda, conference room setup, ordering/setting up catering, external dinners and/or team building events.
• Maintain professionalism and strict confidentiality with all materials.
• Drive operational efficiencies through development of repeatable processes and utilization of productivity tools (i.e. Teams, Smartsheet, etc.)
• Act as the delegate for the Directors in specific company systems including HR, procurement, and recognition systems.
• Maintain updated org charts and distribution lists.
• Assist with onboarding new employees/interns, purchasing items, and creating purchase orders in accordance with procurement policies.

Application Process

Interested candidate please click "APPLY" to begin your job search journey and submit your CV directly through the official PERSOL job application platform - GO Mobile.

We regret to inform that only shortlisted candidates will be notified.

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