Senior Executive Assistant (Singapore)

World Bank Group; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A global financial institution in Singapore seeks a Senior Executive Assistant to provide comprehensive support to the Regional Vice President. The ideal candidate will have extensive experience in administrative tasks, exceptional communication skills, and the ability to manage sensitive information. Responsibilities include managing schedules, coordinating travel, and supporting high-level meetings. A Bachelor's degree and proficiency in Microsoft Office tools are required. This is a full-time position, offering the chance to contribute to impactful global development initiatives.

Benefits

Retirement plan

Medical insurance

Paid parental leave

Qualifications

• Minimum of eight years of experience in administrative assistance and office management required.
• Excellent command of written and spoken English; proficiency in other regional languages is an advantage.
• Strong organizational, time-management, and multitasking abilities essential.

Responsibilities

• Manage the RVP’s calendar and schedule cross-time-zone meetings.
• Draft routine correspondence and manage office records.
• Coordinate travel arrangements and logistical support for events.

Skills

Microsoft Outlook

Microsoft Word

Personal Assistant Experience

Microsoft PowerPoint

Calendar Management

Microsoft Excel

SharePoint

Education

Bachelor's degree

Tools

Microsoft Office Suite

AI tools (e.g., ChatGPT)

Job description

Senior Executive Assistant (Singapore)

Job # : req34844

Organization : IFC

Sector : General Services

Grade : GD

Term Duration : 3 years 0 months

Recruitment Type : Local Recruitment

Location : Singapore

Required Language(s) : English

Preferred Language(s) : Not specified

Closing Date : 11 / 28 / 2025 (MM / DD / YYYY) at 11 : 59pm UTC

Description

Build a career with impact. Working at the World Bank Group (WBG) provides a unique opportunity to help countries solve their greatest development challenges. As one of the largest sources of funding and knowledge for developing countries the WBG is a unique partnership of five global institutions dedicated to ending poverty, increasing shared prosperity and promoting sustainable development. With 189 member countries and more than 120 offices worldwide the WBG works with public and private sector partners investing in groundbreaking projects and using data, research and technology to develop solutions to the most urgent global challenges.

The International Finance Corporation (IFC), a member of the WBG, is the largest global development institution focused on the private sector in emerging markets. We work in more than 100 countries using our capital, expertise and influence to create markets and opportunities in developing economies. In fiscal year 2025, IFC committed a record $71.7 billion to private companies and financial institutions, leveraging private sector solutions and mobilizing private capital to create a world free of poverty on a livable planet. For more information visit IFC’s Singapore office website.

IFC’s Singapore office is looking to recruit an experienced Executive Assistant who will provide a full range of executive support to the Regional Vice President Asia Pacific (RVP). The Office of the RVP provides strategic leadership and oversight for the WBG’s regional operations, partnerships and policy dialogue with client governments and development partners. To support efficient and effective functioning of this high‑level office the RVP seeks an experienced and highly motivated EA to provide comprehensive executive administrative and operational support. This role requires an energetic and mature individual who can engage successfully with external governmental and private sector clients, partners and the WBG teams across departments and geographies.

Duties and Responsibilities

• Manage the RVP’s calendar, prioritising meetings, including cross‑time‑zone scheduling, and communicating changes to relevant staff.
• Draft routine correspondence, proofread materials, and produce reports, figures, and graphs using word processing or desktop publishing tools, following standard WBG formats.
• Coordinate the flow of information to and from the RVP’s office, ensuring accuracy, completeness and timeliness.
• Organise briefing materials, presentations and correspondence for meetings and missions; follow up on actions and decisions, and maintain strict confidentiality of sensitive information.
• Plan complex travel arrangements (mission planning, visas, itineraries, logistics) and manage office records, filing systems and databases in compliance with WBG policies.
• Process administrative requests, including procurement, expense claims and vendor coordination.
• Provide full logistical and secretarial support to the country front office: arrange travel schedules, organise meetings, senior‑management visits and knowledge‑sharing events; maintain up‑to‑date work‑unit projects and files (paper and electronic); assist implementation of the office’s work programme; manage task lists and databases; provide editorial assistance.
• Coordinate travel arrangements for mission groups, collaborating with travel agencies and regional offices to ensure well‑planned itineraries and logistics.
• Develop shared tracking tools and disseminate knowledge and best practices to ensure efficient delivery of administrative services.
• Support organisation of high‑level events, conferences and regional meetings; manage procurement, contract administration, vendor invoices, purchase orders, catering, RSVPs, registrations, travel‑related visas for overseas participants; coordinate with Facilities and IT on set‑up.
• Track assigned tasks, project steps and timetables, coordinating with staff and providing assistance on project‑related matters; maintain updated files.
• Identify and resolve diverse issues or problems, interpreting procedures and determining appropriate application.

Office Administrator

• Mentor less experienced staff, proactively sharing knowledge, promoting cooperation within the ACS community and suggesting efficiency improvements.
• Provide backup support to other ACS peers during absences or heavy workloads.
• Collaborate with ACS staff across all WBG offices.
• Manage office maintenance, arrange repairs and supervise junior ACS and agency staff.
• liaise with facility management vendors (cleaning, electrical, air conditioning, security services, etc.).

Selection Criteria

• Bachelor’s degree with a minimum of eight years of experience in administrative assistance and office management.
• Excellent interpersonal and communication skills.
• Excellent command of written and spoken English; proficiency in another regional language (e.g. Mandarin, Bahasa Indonesia, Malay, Thai) an advantage.
• High attention to detail.
• Strong organisational, time‑management and multitasking abilities.
• Ability to solve problems quickly and efficiently.
• Ability to handle highly sensitive confidential and non‑routine information.
• Self‑starter with strong anticipation, problem‑solving, and follow‑up skills.
• Demonstrated dependability and a sense of urgency for results.
• High integrity and confidentiality.
• Ability to work well under pressure, adapt to unexpected events, prioritise and multitask in a deadline‑driven environment.
• Must be able to prioritise a variety of time‑sensitive tasks.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), collaborative tools (Teams, SharePoint, OneDrive) and use of AI tools (ChatGPT, etc.).
• Flexibility and willingness to work extended hours as necessary.

WBG Culture Attributes

1. Sense of urgency – anticipate and quickly respond to the needs of stakeholders.
2. Thoughtful risk‑taking – challenge the status quo and push boundaries to achieve greater impact.
3. Empowerment and accountability – empower yourself and others to act and hold each other accountable for results.

World Bank Group Core Competencies

The World Bank Group offers comprehensive benefits including a retirement plan; medical, life and disability insurance; and paid leave including parental leave, as well as reasonable accommodations for individuals with disabilities.

We are proud to be an equal‑opportunity and inclusive employer with a dedicated and committed workforce. We do not discriminate based on gender, gender identity, religion, race, ethnicity, sexual orientation or disability.

Learn more about working at the World Bank and IFC, including our values and inspiring stories.

Requirements

Required Experience : Senior IC

Key Skills : Microsoft Outlook, Microsoft Word, Personal Assistant Experience, Microsoft PowerPoint, White Papers, Calendar Management, Microsoft Excel, SharePoint, Administrative Experience, Budgeting, DoD Experience, Google Suite

Employment Type : Full Time

Experience : Not specified

Vacancy : 1