Team Assistant

Acclime; Singapore; On-site; SGD 42,000 - 68,000; Full time

Job summary

Acclime seeks a diligent Team Assistant to support Singapore-based Group Leadership Team (GLT) members in a fast-paced, international environment. The role also serves as backup to other Executive Assistants to ensure continuity of executive support across the leadership team.

Responsibilities include calendar and travel management, document preparation and stakeholder coordination, while maintaining confidentiality and high professional standards.

Qualifications

• Minimum 2 years supporting senior executives.
• Proven experience coordinating multiple senior stakeholders in a fast-paced environment.
• Experience managing complex travel and executive schedules across regions and time zones.
• Experience overseeing administrative and office functions preferred.
• Strong organisational and multitasking skills with the ability to manage competing priorities.
• Excellent communication and interpersonal skills.
• High level of discretion and professionalism with confidential information.

Responsibilities

• Manage calendars, meetings, appointments and daily schedules for Singapore-based GLT members.
• Coordinate meeting invitations and handle schedule changes.
• Prepare basic documents, presentations, reports and meeting materials.
• Provide general administrative support to the leadership team and act as back-up to other Executive Assistants.
• Coordinate travel arrangements across time zones, including flights, accommodation, ground transport, visas and itineraries.
• Process and coordinate executive expense claims and related documentation.
• Organise leadership meetings, management reviews, workshops and Board engagements.
• Liaise with internal senior leaders and external stakeholders including Board members and partners.
• Maintain professional and confidential communications and support messaging alignment.

Skills

Executive support

Calendar management

Travel coordination

Stakeholder coordination

Communication

Discretion & confidentiality

Tools

Microsoft Office

Collaboration tools

Job description

At Acclime, we help businesses navigate Asia’s diverse markets with practical, hands-on support. With a presence in 18+ markets and a growing team of 2,000+ professionals in the fields of accounting, tax, fund administration, corporate secretarial, payroll and advisory services – making it the fastest growing firm in the sector.

Joining Acclime means being part of a high-growth, collaborative environment where your work makes a real impact. We have an exciting opportunity for you to join our team as Team Assistant to Group Leadership Team (GLT).

Job Description

We are seeking a highly organised, proactive, adaptable, and dependable Team Assistant to support the Singapore-based members of the Group Leadership Team (GLT) in a fast-paced, international environment.

In addition, this role will also serve as a backup to other Executive Assistant(s), providing coverage and support as required to ensure continuity of executive support across the leadership team.

Calendar and Administrative Support

• Manage calendars, meetings, appointments, and daily schedules.
• Coordinate meeting invitations and communicate any schedule changes.
• Assist with preparing basic documents, presentations, reports, and meeting materials.
• Follow up on routine action items and deadlines.
• Provide general administrative support to the leadership team.
• Provide backup support to other Executive Assistants during leave or busy periods.

Travel & Logistics Management

• Manage travel arrangements for Singapore-based Group Leadership Team members, including flights, accommodation, ground transportation, visas, and itineraries.
• Develop efficient travel schedules across multiple time zones, ensuring optimal use of executives' time.
• Proactively manage travel changes and disruptions, ensuring seamless execution of travel plans.
• Process and coordinate executive expense claims, reimbursements, and related documentation in accordance with company policies.
• Coordinate and organise leadership meetings, management reviews, workshops, Board engagements, and other key business meetings.
• Ensure smooth execution of meetings, including logistics, room bookings, virtual meeting arrangements, and stakeholder coordination.
• Track action items and follow-ups to support timely execution of decisions.

Stakeholder Coordination

• Liaise with internal senior leaders and external stakeholders, including Board members, investors, business partners, and service providers.
• Ensure timely follow-ups and alignment on key priorities, decisions, and deliverables.

Communication & Documentation

• Maintain a high standard of professionalism, accuracy, and confidentiality in all communications.
• Support internal communications and messaging alignment where required.

Requirements

• Minimum 2 years of experience supporting senior executives.
• Proven experience supporting multiple senior stakeholders simultaneously in a fast-paced environment.
• Proven experience managing complex travel and executive schedules across multiple regions and time zones.
• Experience overseeing or coordinating administrative and office functions is preferred.
• Strong organisational and multitasking skills, with the ability to manage competing priorities.
• Excellent communication and interpersonal skills.
• High level of discretion and professionalism in handling confidential information.
• Proficiency in Microsoft Office and collaboration tools.