Senior Executive Assistant

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

Job summary

A leading company in Singapore is seeking an Executive Assistant to provide personalized secretarial and administrative support to a Senior Executive. The role involves managing complex calendars, coordinating meetings and travel, and ensuring efficient office operations. Strong organizational skills and the ability to handle confidential information are essential. The successful candidate will also support team events and handle various administrative tasks in a fast-paced environment.

Qualifications

• Excellent organizational and multitasking skills.
• Strong communication abilities, both verbal and written.
• Experience with calendar management and scheduling.

Responsibilities

• Provide comprehensive secretarial support to the Executive.
• Manage and maintain enterprise systems for invoicing and procurement.
• Coordinate onboarding and offboarding logistics.

Job description

Overview

As a key support to our Senior Executive, you will provide personalized secretarial and administrative assistance in an organized and efficient manner. Working closely on a one-to-one basis, you will handle a range of executive assistant tasks that support the executive’s day-to-day responsibilities and communication needs. Your role will be essential in streamlining office workflow and ensuring smooth administrative operations. Additionally, you will collaborate with colleagues and executives to help plan, coordinate, and distribute essential information in a fast-paced environment.

Key Responsibilities

• Provide comprehensive secretarial, clerical, and administrative support to the Executive, including complex calendar management, meeting coordination, travel arrangements, expense processing, and memo drafting
• Manage and maintain familiarity with enterprise systems for invoicing and procurement
• Consolidate presentation materials, board papers, reports, and updates from multiple stakeholders in a timely manner
• Coordinate onboarding and offboarding logistics for new hires and departing employees
• Record and prepare meeting minutes as needed
• Arrange business travel and ensure timely submission of related claims for approval
• Handle and safeguard confidential and sensitive documents
• Prepare professional PowerPoint presentations and visual materials for meetings and events
• Support the annual budget planning process and compile the final draft for Finance submission
• Lead coordination efforts for townhalls, corporate events, and board meetings as required
• Monitor and maintain office supply inventory to ensure operational efficiency
• Compile and deliver weekly, monthly, and annual reports and performance summaries
• Serve as the first point of contact, managing incoming correspondence and phone inquiries with professionalism
• Plan and execute internal team events, such as conferences, team-building activities, and year-end celebrations
• Perform other ad hoc administrative tasks and projects as assigned by the manager