Executive Assistant

Elitez Pte Ltd; Orchard (NE); On-site; USD 55,000 - 75,000; Full time

Job summary

Elitez Pte Ltd seeks an experienced Executive Assistant to support senior management with calendar management, travel planning, and professional correspondence. You will organize meetings, prepare reports, and maintain confidential records while coordinating with regional teams and external partners.

The role requires strong organizational skills, discretion, and the ability to multi-task across multiple projects, with proficiency in MS 365 tools and collaboration platforms.

Qualifications

• 3+ years experience as EA/PA supporting senior management.
• Proficient in MS 365 apps including Outlook, PowerPoint, Excel, Word.
• Strong English communication and confidentiality.
• Ability to handle multiple tasks with discretion.

Responsibilities

• Provide day-to-day executive and administrative support to senior management.
• Coordinate appointments and manage calendars.
• Organize domestic and overseas travel arrangements, including visas.
• Develop presentations, compile reports, prepare meeting documents, and draft professional business correspondence.
• Arrange management meetings and corporate events, including agendas and minutes.
• Manage incoming emails, calls, and requests with timely prioritization.
• Gather and consolidate business updates from departments for management review.
• Maintain organized records and confidential electronic filing systems.
• Coordinate with colleagues, regional teams, external partners, and service providers.
• Assist with special projects and other administrative duties as required.

Skills

Calendar management

Travel coordination

Executive support

Administrative tasks

Tools

Microsoft 365

Outlook

PowerPoint

Excel

Word

Teams

SharePoint

OneDrive

Job description

About the Role

This role requires strong organizational skills, sound judgment, and the ability to manage schedules, coordinate business activities, and handle confidential matters professionally.

Key Responsibilities

• Provide day-to-day executive and administrative support to senior management.

• Coordinate appointments, manage calendars, prioritize meeting requests, and ensure schedules run smoothly.

• Organize domestic and overseas travel arrangements, including flights, hotels, ground transportation, visas, and travel itineraries.

• Develop presentations, compile reports, prepare meeting documents, and draft professional business correspondence.

• Arrange management meetings and corporate events, including preparing agendas, recording minutes, and monitoring follow-up actions.

• Manage incoming emails, calls, and requests, ensuring timely responses and appropriate prioritization.

• Gather and consolidate business updates from different departments for management review.

• Maintain organized records, confidential documents, and electronic filing systems.

• Coordinate with colleagues, regional teams, external partners, and service providers to facilitate business activities.

• Assist with special projects, management initiatives, and other administrative duties when required.

Requirements

• At least 3 years of experience as an Executive Assistant, Personal Assistant, or in a similar role supporting senior management.

• Strong capabilities in calendar management, travel coordination, meeting arrangements, and executive administration.

• Proficient in Microsoft 365, particularly Outlook, PowerPoint, Excel, and Word.

• Familiarity with Microsoft Teams, SharePoint, and OneDrive is an advantage.

• Comfortable using AI productivity tools such as ChatGPT or Microsoft Copilot to support research, document preparation, and daily administrative tasks.

• Strong English communication skills, both written and spoken. Knowledge of Chinese is an added advantage.

• Excellent organizational skills, attention to detail, and the ability to manage multiple tasks and deadlines.

• Able to handle sensitive information with discretion and maintain a high level of confidentiality.

• Self-motivated, resourceful, and capable of working independently with minimal supervision.

• Strong interpersonal skills and the ability to work effectively with stakeholders across different levels.

• Positive attitude, flexibility, and a strong sense of ownership.

Adrian Chan| EA Personnel No: R2199063

Elitez Pte Ltd | EA License No: 16C8004