Executive Assistant jobs in Singapore

Job Description

The position of Executive Assistant reports to the Managing Director Operations to provide full administrative and executive business support to the Directors in a responsive, timely, accurate and effective manner. Assignment involves work of a confidential nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tactful and diplomacy.

ACCOUNTABILITIES / RESPONSIBILITIES

• Provide full spectrum of logistical, administrative and personal support to two Managing Directors (Managing Director Operations and Managing Director Sales).

• Manage Director’s calendars and schedules, ensuring accuracy and timely input. Provide agenda and meeting materials as needed.

• Manage the MD's travel and logistics arrangements, and process claims/expenses.

• Interact professionally with all levels of management, staff and external parties across the region and internationally. Work with the Directors’ direct reports and stakeholders locally and regionally on day-to-day operational issues, meetings and other matters, maintaining a high level of communication and ensure timely and accurate sharing of information.

• Schedule and setting up various local/regional meetings, arrange meeting venue and refreshment, and help facilitate at these meetings where necessary. Manage/assist in the logistic arrangements such as flights, hotel, transportation, visa application etc.

• Coordinate government official’s visits by collaborating with respective departments for necessary preparations to ensure smooth proceedings. This includes but is not limited to arrangements for meeting venues, logistics, meals etc.

• Support the Directors in following up on the status of projects / cross-functional tasks and assignments when required. Collaborate with other teams to ensure policies, procedures and timelines are met.

• Assist in the preparation of business reports, presentations, materials, collating of data and consolidating of reports from the region.

• Communicate on behalf of the Directors when delegated.

• Support the Directors in the management of his/her IT equipment (e.g., laptop, printers and office phone), mobile devices as well as personal and corporate software applications.

• Be responsive to emails/ text messages/ phone calls, with contact outside normal business hours where needed.

• Manage proper archival and management of documents.

• Any other job/task assigned by Directors.

JOB REQUIREMENTS

• Possess at least a secondary education or equivalent with up to 4 years working experience in corporate / executive office, preferably with administrative/executive experience in a fast-pace MNC setting.

• Proven track record in providing Executive Assistant support to C-Suite Level Executives with a high degree of discretion, confidentiality, professionalism, and attention to detail without missing the big picture.

• Demonstrated strong planning, organizational and time management skills and ability to proactively determine priorities and appropriate sequencing to accomplish daily expectations and handle multiple demands.

• Excellence business writing and proofreading skills.

• Requires a high level of interpersonal, social and customer service skills for daily interactions, both in person and digitally and work cooperatively as a team member.

• Ability to informally lead and influence others.

• Confident in exercising appropriate judgement while keeping stakeholders informed in a fast-paced work environment.

• Must be flexible and detail oriented to meet strict deadlines and be capable of multi-tasking.

• High proficiency in Microsoft Office 365, especially Excel and Power Point with the ability to produce graphs and charts.

• Must be technologically savvy to IT equipment (e.g., video conferencing system).

• Excellent verbal and written communication skills.

• Fluency in English required, other language skills are a plus.

• Ability to maintain in strict confidentiality all work and information assigned.

• Demonstrate professionalism at all times by demonstrating personal accountability, effective work habits, empathy and teamwork.

• Highly organized individual with the ability to exercise good judgement in diverse situations and balance multiple priorities.

• Communicate with clarity and maintain good relationships with other business units and entities.

• Proven experience in large organizations with complex structure. Comfortable with coordinating meetings/work tasks across multiple time zones.

Work Location:

Onsite - Shuttle Bus available from Tanah Merah MRT

Federal Express (Singapore) Pte Ltd

90 ALPS AVENUE

Airport Logistics Park Singapore

498746 Singapore