Junior Executive Assistant | South West | UP to $3.5k

PERSOL; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading recruitment firm in Singapore is seeking a Junior Executive Assistant to provide essential administrative support to upper-level executives. Responsibilities include managing calendars, coordinating travel arrangements, and facilitating communication within departments. The ideal candidate has strong organizational skills and the ability to maintain confidentiality. This role offers a competitive salary package up to $3.5k.

Qualifications

• Strong organizational skills and attention to detail.
• Ability to handle confidential information with discretion.
• Experience in administrative roles preferred.

Responsibilities

• Provide administrative support to upper-level executives.
• Manage calendars and scheduling for appointments.
• Coordinate travel arrangements and logistics.
• Assist with onboarding of new employees.

Skills

Administrative support

Calendar management

Communication

Logistic coordination

Research

Tools

Teams

Smartsheet

Job description

Junior Executive Assistant | South West | UP to $3.5k

This role is responsible for providing basic tactical and strategic administrative support to upper-level executives within the organization, scheduling appointments, managing calendars, calls, emails, and coordinating travel plans. The role entails general administrative tasks such as logistic shipments, drafting and formatting documents, organizing meetings, and coordinating administrative work within and across departments and divisions and acting as a primary point of contact for internal and external stakeholders. Within the marketing department, the role involves some basic marketing administrative work such as simple data tabulation and social media postings.

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, sending reminders, and assisting 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/division and companies.
• Manages all aspects of leaders’ travel, including international trips, visa applications, submitting all travel expenses in an expense management system, managing travel budgets, and addressing 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 company procurement policies.

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