Senior-Executive Assistant

mobiversa pte. ltd.; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

Mobiversa PTE. LTD. in Singapore seeks an experienced Executive Assistant to provide comprehensive administrative and operational support to the CXO team.

You will manage complex schedules, coordinate travel, and oversee day-to-day operations of the executive office, collaborating with internal teams and external partners to ensure smooth workflow. The role requires discretion, proactivity, and the ability to handle multiple priorities across time zones, with a focus on meeting preparation,

Qualifications

• Bachelor's degree in Business Administration or related discipline.
• At least 5 years supporting VP-level executives and above, including CXO support.
• Experience in fast-paced, global or high-growth environments; strong organizational and communication skills.
• Excellent attention to detail, professionalism, integrity and confidentiality.
• Ability to work independently, manage multiple priorities across time zones.
• Willingness to support after-hours or weekend requirements when necessary.
• Experience with invoice processing and expense management.
• Proficiency in MS Office (Word, Excel, PowerPoint, Outlook, Teams).

Responsibilities

• Manage CXO calendars, meetings, and events.
• Coordinate meetings for the executive team with efficient time management.
• Set up virtual and in-person meetings with conference room bookings and tech setup.
• Provide 24/7 standby support for urgent matters.
• Arrange international and domestic travel including flights, hotels, ground transportation, and visas.
• Develop travel itineraries and pre-travel briefings.
• Prepare and track expense claims.
• Prepare agendas, meeting materials, and presentations; take minutes and follow up on actions.
• Maintain confidential documents and act as liaison with internal and external stakeholders.

Skills

Calendar & Schedule Management

Travel Coordination & Logistics

Expense & Invoice Management

Stakeholder Management

Confidentiality & Discretion

Meeting Coordination & Minute-Taking

Microsoft Office Suite

Multi-tasking Across Time Zones

Education

Bachelor's Degree in Business Administration

Tools

Microsoft Office

Microsoft Teams

Job description

Position Overview:

We are seeking an experienced Executive Assistant to provide comprehensive administrative and operational support to the CXO team in Singapore.This role requires a highly organised, discreet, and proactive individual who can manage complex schedules,coordinate travel, and ensure the smooth day-to-day operations of the executive office.The candidate will also support company-wide flight and travel arrangements, working closely with internal teams and external vendors to ensure efficient, cost-effective travel management.

Key Responsibilities:

• Calendar & Schedule Management
• Manage the CXO team's calendars, scheduling meetings, appointments, and events.
• Coordinate meetings for the executive team, ensuring efficient time management.
• Anticipate scheduling conflicts and proactively resolve them.
• Set up virtual and in-person meetings, including conference room bookings and technology setup.
• Provide 24/7 standby support to the CXO team for urgent and time-sensitive matters.

Travel & Logistics Management

• Arrange international and domestic travel for the CXO team, including flights, hotels, ground transportation, and visas.
• Develop detailed travel itineraries and provide pre-travel briefings.
• Ensure seamless travel experiences by anticipating and addressing logistical challenges.

Expense & Financial Management

• Prepare, submit, and track expense claims for the CXO team.

Meeting Preparation & Documentation

• Prepare agendas, meeting materials, and presentations for key meetings.
• Take minutes and follow up on action items to ensure accountability.
• Organise and maintain important documents, contracts, and reports.

Administrative & Operational Support

• Act as a point of contact between the CXO team and internal and external stakeholders.
• Maintain confidentiality and handle sensitive information with discretion.
• Assist in special projects and ad-hoc tasks as assigned.

Requirements:

• Bachelor's Degree in Business Administration or a related discipline.
• Minimum of 5 years of experience supporting VP-level executives and above, including direct experience supporting a CXO team.
• Experience working in a fast-paced, diverse global environment or high-growth organisation is preferred. Strong organisational, communication, interpersonal, and problem-solving skills.
• Excellent attention to detail and a high level of professionalism, integrity, and confidentiality.
• Ability to work independently, manage multiple priorities, and meet tight deadlines across different time zones.
• Willingness to support urgent business requirements outside normal office hours or on weekends when necessary.
• Experience with invoice processing and expense management is required.
• Proficiency in Microsoft Office, including Word, Excel, PowerPoint, Outlook, and Teams, is required.

Key Skills:

• Calendar & Schedule Management
• Travel Coordination & Logistics
• Expense & Invoice Management
• Stakeholder Management
• Confidentiality & Discretion
• Meeting Coordination & Minute-Taking
• Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams)
• Multi-tasking Across Time Zones