Senior Administration Executive & Personal Assistant to Chairman & CEO

Acclaim Insurance Brokers Pte Ltd; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

A leading insurance brokerage firm in Singapore seeks a highly trusted Senior Administration Executive & Personal Assistant. The role involves providing executive support to the CEO, overseeing daily office operations, and facilitating event coordination. Candidates should have at least 3 years’ experience in a similar role, exhibit strong organisational and communication skills, and demonstrate the ability to manage multiple priorities discreetly and efficiently. Proficiency in Microsoft Office is essential.

Qualifications

• Minimum 3 years’ experience in office administration or as a personal assistant.
• Experience supporting senior executives with high confidentiality.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide personal and executive support to the Chairman & CEO.
• Oversee day-to-day office operations for efficiency.
• Plan and coordinate company events and meetings.

Skills

Organisational skills

Communication skills

Multitasking skills

Discretion

Proactivity

Tools

Microsoft Office

Workplace productivity tools

Job description

You are invited to join Acclaim, one of the largest national risk advisory, insurance and reinsurance brokers in Singapore. Acclaim is the 1st Corporate Risk and Insurance Consulting Firm to be a winner since inauguration of Enterprise 50 (E50). Acclaim services more than 2000 corporate customers ranging from SMEs to MNCs with reach extending to over 150 countries worldwide.

We are seeking a highly trusted, proactive, and detail-oriented Senior Administration Executive & Personal Assistant to provide executive support to the Chairman & CEO while overseeing the smooth day-to-day operations of the office.

This role requires discretion, sound judgment, strong organisational skills, and the ability to manage multiple priorities in a fast-paced professional environment.

Key Responsibilities

Executive & Personal Support (Chairman & CEO)

• Provide personal and executive support, managing schedules, appointments, travel and ad-hoc requirements with discretion and efficiency.
• Oversee all communications, including screening and prioritising emails, calls, and correspondence.
• Prepare presentations, reports, minutes, and documents accurately and efficiently.
• Proactively plan, coordinate, and manage all travel, itineraries, accommodations, reservations, and event arrangement for the Chairman & CEO, anticipating needs and ensuring seamless execution.
• Handle sensitive and confidential information with the utmost discretion and professionalism.
• Act as the point of contact between Chairman & CEO, internal teams, and external stakeholders.

Office Management & Administrative Support

• Oversee day-to-day office operations to ensure a well-run, efficient, and professional environment.
• Ensure office pantries and stationery supplies are adequately stocked and maintained.
• Manage office equipment maintenance, onboarding, and renewal of vendor contracts.
• Support onboarding and offboarding processes for team members.
• Maintain General Office Email box.
• Assist with the coordination and registration of training courses and related administrative matters.
• Liaise with vendors, service providers, and building management as necessary.

Event & Internal Coordinationh3>

• Assist in planning and coordinating company events, meetings, and internal activities. Support logistics, scheduling, and vendor coordination for corporate functions.

Requirements & Attributes

• Minimum 3 years’ experience in a similar Office Administration & Personal Assistant role.
• Proven experience supporting senior executives with high levels of confidentiality.
• Strong organisational, communication, and multitasking skills.
• High level of professionalism, discretion, and emotional intelligence.
• Proactive, resourceful, and able to work independently with minimal supervision.
• Proficient in Microsoft Office and common workplace productivity tools.
Additional Note

This job description is not exhaustive, and additional responsibilities may be assigned as required to meet organisational needs.